Administrative Assistant

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. We provide excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders.

Sinai Health is fully committed to a culture of belonging and an inclusive environment that attracts and retains a diverse workforce, at all levels of the organization that reflects the communities we serve. We welcome applications from racialized persons, women, Indigenous persons, persons with disabilities, 2SLGBTQ+ persons, and those from diverse backgrounds and experiences. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let us know through the Accommodation Phone Line at 416-586-4800, ext. 7050, or email HiringProcessAccommodation.msh@sinaihealth.ca.

To support us on our journey, Mount Sinai Hospital part of the Sinai Health is looking for an Administrative Assistant to manage multiple busy and dynamic clinical practices in the Dentistry Department.

The Administrative Assistant for the designated practices within Mount Sinai Hospital Department of Dentistry is an integral member of a busy clinical team. In this role, this person will provide exceptional Administrative support in the management of multiple busy practices. The successful candidate will demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills to ensure the success of our practices and patient care.

The Administrative Assistant will be responsible for:

• Administrative duties as related to the management of multiple dentists/specialists and other dental professional practices within the Department of Dentistry.
• Utilize AbelDent software to maintain multiple doctor schedules. Ensure appropriate letters of referral are available; laboratory, radiology, imaging and other applicable reports are available for appointments.
• Review treatment plans and financial policies with patients; provide procedure codes with applicable fees, complete computerized dental insurance forms and predetermination forms.
• Communicate with patients/families and respond to patient enquiries; problem solve; review and document chart notations and treatment plan options as directed by Dentist.
• Prepare ODSP (Ontario Disability Support Program) treatment predeterminations for approval; monitoring accounts receivables.
• Organize and maintain accurate and current filing system/patient records.
• Co-ordinate internal/external referrals (eg Medical Imaging and other specialty/medical providers as required) Provide appropriate explanations to all patients as to procedures and protocols.
• Ensure that patients understand the policies regarding eligibility for care and their responsibilities such as punctuality, cancellation procedures, payment of accounts, etc.
• Process daily deposits/day end reports; weekly, and monthly provider (doctor) financial reports, reconciling all entries. Maintain and monitor financial records/Accounts Receivables.
• Provide the clinic manager with applicable monthly financial records.
• Process OHIP billings, reconciliations and summaries.
• Maintain a proper chart filing system.
• Maintain current knowledge of dental terminology and procedures.
• Provide support, as needed, within the Department of Dentistry.

• Minimum of five (5) years recent Dental Office experience in practice management with multiple providers.
• Successful completion of a college diploma preferably in the field of Dental/Medical Office Administration or an equivalent educational training program from an accredited educational institution.
• Applicants with proven equivalent recent and related training and experience may also be considered.
• Proficiency in using dental office management software (AbelDent preferred), CDAnet, ITRANS and Microsoft Office is required.
• In-depth knowledge and/or experience in tooth anatomy, dental terminology, dental office procedures/operations.
• Demonstrated knowledge of dental practice scheduling and treatment coordination of multiple dentists.
• Demonstrated knowledge of dental practice financial policies and accountability to establish financial arrangements, treatment planning and completion of predeterminations and dental insurance claims, electronic claim submission, AbelDent financial reporting utilizing dental software programs (under the direction of Clinic Manager).
• Demonstrated knowledge of dental insurance plans i.e. the ODA Fee Guide, ODSP, Federal Government (e.g. NHIB) Guidelines and Fee Schedules.
• Demonstrated ability to effectively function as a team member both intra and inter-departmentally and ability to establish excellent working relationships with the Departmental Staff.
• Proven flexibility, initiative, excellent communication, organizational and problem solving/decision making skills.
• Demonstrated written and verbal communication skills with the proven ability to clearly define and articulate requirements, priorities, impacts, and solutions.
• Ability to establish excellent patient/public relations; awareness and assurance of patient related/clinic confidentiality.
• Demonstrated professionalism, commitment and have exceptional organization and interpersonal skills while managing the practices/administrative operations.
• Ability to multi-task and work both independently and as part of a team.
• Experience working in a dental specialty office is considered to be an asset.
• Demonstrated planning and organizational skills and ability to function independently with minimal supervision.
• Demonstrated satisfactory work performance and attendance history.