Oral Health Administrative Assistant

About the Organization Southside Community Health Services (SCHS) is a full‑service, non‑profit healthcare clinic dedicated to improving the health and well‑being of our South Minneapolis community. For more than 50 years, we've provided compassionate, high‑quality, and culturally responsive care to all-regardless of income, background, or circumstance.

As we prepare to open our new, state‑of‑the‑art $30 million health center in early 2026, this is an exciting time to join our team! Our expanded facility will feature modern medical, dental, vision, and behavioral health spaces designed to enhance collaboration and patient experience.

At SCHS, we're more than a workplace‑we're a community united by purpose. Our culture is built on inclusion, teamwork, accountability, and compassion. We believe in relational leadership, trauma‑informed care, and supporting one another so that together, we can provide exceptional care and make a lasting impact.

Join us‑and be part of something extraordinary.

SCHS is a full‑service, non‑profit healthcare clinic serving the needs of the South Minneapolis community. Come make a difference in the lives of people every day while helping us achieve our mission:
To improve the health of our patients and communities by delivering exceptional care, removing barriers, and promoting healthy lifestyles.

The Oral Health Administrative Assistant coordinates patient records, manages referral queues, and schedules oral health care appointments while ensuring confidentiality and timely processing of information. This role also provides general administrative support, including assisting with patient inquiries, maintaining department supplies, and backing up other staff when needed.

Oral Health Care Records

• Coordinate and optimize oral health care record flow—manage and file patient records for appointments, case management, laboratory/x‑ray results.
• Coordinate with Patient Care Representative (PCR) regarding patient charts as needed for visits including urgent and walk‑in appointments.
• Assure patient correspondence turnaround is 48 hours or less; disperse/ follow up on documents and other pertinent records in charts for review by provider.
• Prepare patient records and forward to requesting party after receiving appropriate consent to release protected health information.
• Maintain files and records in a confidential manner complying with HIPAA regulations.
• Manage the incoming faxes – scan, upload, and/or disperse records received to patient charts as needed
• Document filing, scanning, and creation of patient record letters.

Oral Health Referrals

• Ensure that internal/external referrals are completed and managed per SCHS Policy.
• Assist patients with scheduling appointments including problem solving potential issues related to the health care system for internal and external referrals.
• Maintain ongoing tracking and appropriate documentation on referrals to ensure quality of patient care and outcomes; follow up with providers and/or patients as needed.
• Maintain Referral specialist contact information up to date including but not limited to scheduling timelines, coverage acceptance, and contact methods in our Electronic Health Record (EHR) system.
• Maintain and keep continuous communication with referral partnerships.

Patient Scheduling Requests

• Manage calls effectively and efficiently; assure patient flow is moving at required pace. Able to identify patient needs to ensure appropriate scheduling of appointments.
• Schedule oral health/vision appointments.
• Collect all required patient demographic information during scheduling.
• Determine if patient has existing insurance coverage; discuss payment options and schedule appointment with patient advocate, if necessary.
• Help…