Operational Assistant -Dental Hygiene Clinic

OPERATIONS ASSISTANT – DENTAL HYGIENE

MALCOLM X COLLEGE

Malcolm X College (MXC), Health Sciences Department operates a Dental Hygiene Clinic providing eligible patients with oral healthcare services including x-rays, exams, and cleanings. Services are provided by students who are supervised by MXC Faculty (licensed dental hygienists and dentists).

Services are open to the public; new patients receive a screening appointment during which time dental needs are assessed, necessary referrals are made, and eligibility for services is determined. Clinic is in operation during the Spring, Summer, and Fall semesters.

Reporting to the Senior Director-Health Sciences (Dental Hygiene), the Operations Assistant-Dental Hygiene Clinic provides administrative and clinical support for the Dental Hygiene Program. This position supports compliance with the Illinois State Board of Dentistry, the Commission on Dental Accreditation (CODA), OSHA, IEMA (Illinois Emergency Management Agency), and other applicable regulatory agencies.

The Operations Assistant contributes to the coordination of daily clinic operations, maintains dental equipment and accurate records, supports quality assurance processes, and provides front‑line administrative and patient support services in alignment with the mission and goals of the Dental Hygiene Program and Malcolm X College.

• Maintains working knowledge of OSHA, CODA, HIPAA, and IEMA guidelines, including infection control protocols, radiation safety standards, and medical emergency procedures.
• Maintains, monitors, and documents equipment performance, sterilization processes, water testing, and operational maintenance logs.
• Processes and reconciles patient payments, ledgers, and chart audits while ensuring accuracy and compliance with CODA and college policies.
• Responds to patient inquiries, concerns, and scheduling with professionalism and confidentiality.
• Supports supply and inventory management for all clinic materials, instruments, and hazardous waste.
• Communicates regularly and works collaboratively with clinic coordinators and the Senior Director of Dental Hygiene to support daily clinic activities and to contribute to efficient operations.
• Assists in the sterilization area to maintain proper instrument processing procedures.

• Interacts directly and professionally with patients and students in a customer‑focused manner.
• Answers incoming calls, maintains phone and voicemail systems, and schedules new and returning patient appointments.
• Serves as a liaison between students and patients regarding appointments and follow‑up care.
• Takes accurate and detailed notes from patient voicemails and communicates relevant information to the appropriate student or clinic coordinator.
• Maintains HIPAA compliance in all patient interactions and record‑keeping.
• Communicates student schedule openings and coordinates patient assignments to support successful completion of curriculum and accreditation requirements.
• Collaborates with clinic coordinators to ensure consistent communication and patient management.
• Monitors student compliance with health and safety requirements, including immunizations, background checks, and drug screenings for work‑based learning sites.

• Maintains and updates electronic patient records using Dentrix, Dexis, Tal Eval, or similar systems to support accuracy, accessibility, and compliance with college and accreditation standards; provides routine user assistance to other staff members and reports technical issues to appropriate support personnel or vendors.
• Generates routine reports related to patient care, student clinical performance, and program data for CODA and institutional assessment.
• Facilitates communication and transfer of patient records and referrals with outside dental and medical providers in accordance with established procedures.
• Maintains relevant knowledge of the MXC Dental Hygiene Student Handbook and applies policies consistently in the performance of assigned duties.

• Promotes the mission,…