Portland Community College | Portland, Oregon

Dental Clinic Specialist

• Title: Dental Clinic Specialist
• Class: Academic Professional
• Exempt Status: Exempt
• Level: 5

Nature and Scope of Work

The Dental Clinic Specialist is responsible for overseeing the daily operations of the dental clinic within Portland Community College’s Dental Sciences department. This role ensures the efficient functioning of clinical and laboratory spaces by managing inventory, ordering and maintaining equipment, and sterilizing dental instruments. Additionally, the Specialist serves as the infection control expert, implementing and monitoring best practices in the clinic. As the HIPAA compliance administrator for the College’s only clinic that treats patients, which is free and open to the public, the Specialist ensures compliance with HIPAA, record-keeping, and healthcare regulations. This individual plays a vital role in the education and clinical training of dental hygiene and dental assisting students, supporting faculty and professional dentists in the clinic’s daily operations, while fostering an environment conducive to learning and patient care.

Principal Accountabilities (includes some or all of the following)

1. Collaborates with faculty and staff to implement curricular learning activities within the clinical learning environment, ensuring alignment with program goals for both academic credit and non-credit dental programs. This includes participation on the Dental Advisory Committee, the Dental Assisting and Dental Hygiene Subject Area Committees (SAC), and involvement in curriculum development and training related to safety, infection control, and compliance.
2. Oversees and provides guidance to dental assisting and dental hygiene students during their Clinic Manager rotation, evaluates their performance, and provides constructive feedback to enhance learning.
3. Monitors and adjusts clinic practices in collaboration with the Program Dean to ensure compliance with the Centers for Disease Control (CDC), Association for Dental Safety, Oregon Board of Dentistry, and Oregon Health Authority.
4. Works with the City of Portland, Environmental Services and maintains records for the City, Oregon Health Authority, and OSHA compliance.
5. Oversees HIPAA compliance to protect patient privacy and data security. Develops policies and procedures and provides training to ensure compliance.
6. Develops, implements, and maintains written clinic policies and procedures in accordance with OSHA regulations. Ensures best practices in infection control, patient care, and clinical safety.
7. Makes recommendations for revisions to the clinical policy and procedures manual. Meets regularly with faculty department chairs and clinic leads to review clinical operations and ensures ongoing compliance and improvement.
8. Trains staff, faculty, and students in bloodborne pathogen protocols, proper use of clinical equipment, and patient record-keeping, including HIPAA compliance.
9. Provides work direction and monitors the performance of casual and classified staff within the clinic, reporting concerns to the Program Dean as needed.
10. Manages the acquisition, maintenance, and inventory of all equipment, materials, and supplies needed for student instruction. Establishes proper procedures for using these resources.
11. Maintains vendor relationships to procure supplies and equipment, ensuring proper management of clinic resources by adhering to procurement procedures.
12. Ensures the maintenance and repair of clinic and lab equipment, arranging for external repairs as needed, minimizing operational disruptions.
13. Maintains equipment maintenance, repair, and replacement logs.
14. Serves as the technical specialist for the electronic records system, troubleshooting software and hardware issues, and coordinating with Portland Community College technical support for problem resolution.
15. Coordinates and organizes the clinic for Regional Board Examinations, ensuring full preparation and overseeing operations during the exams.
16. Participates in budget planning and monitors overall clinic expenditures to ensure financial sustainability and resource efficiency.
17. Provides assistance needed with Commission on Dental Accreditation (CODA) reporting and accreditation preparation.
18. Performs other related duties as assigned to support clinic operations and the academic success of the dental programs.

Work Environment & Physical Requirements

Work is performed in a fully functioning dental clinic, requiring the use of appropriate personal protective equipment (PPE). Physical demands include standing for extended periods, carrying equipment and supplies, reaching overhead, and regularly lifting up to 50 pounds. Occasional travel to off-site locations may be required.

Minimum Qualifications

• A Bachelor’s degree in any field is required. Relevant experience may substitute for the degree on a year-for-year basis..
• Certificate in Dental Assisting or Associate’s degree in Dental Hygiene from a CODA-accredited program.
• Current certification as a Certified Dental Assistant (CDA) or Registered Dental Hygienist (RDH) in good standing.
• A minimum of 3 years of related dental experience and/or training.

Knowledge, Skills, and Abilities

Knowledge of:

• Effective dental clinic operational practices and procedures, including familiarity with dental equipment;
• Infection control protocols and best practices in a dental setting;
• HIPAA regulations and healthcare compliance requirements, ensuring patient confidentiality;
• Federal, state, and local regulations in dental clinic compliance;
• Budgeting principles;
• The impact of ethnicity, race, national origin, and gender on communication and interaction in a diverse environment;
• General College policies and procedures.

Skills in:

• Developing and managing inventory control systems to track dental supplies and equipment;
• Forecasting clinic and laboratory needs, conducting regular audits, and ensuring timely replenishment to prevent shortages and minimize waste;
• Facilitating the development of student problem solving skills;
• Monitoring, implementing, and communicating legal and regulatory changes to ensure compliance;
• Updating clinic policies and procedures, ensuring compliance, and effectively communicating changes to faculty, staff, and students;
• Coordinating and managing multiple projects and activities while prioritizing tasks;
• Leading, training, and coordinating the work of others in a collaborative team environment.

Ability to:

• Operate a variety of office equipment and dental-specific technology such as digital radiography systems and electronic health record (EHR) software;
• Troubleshoot technical issues and maintain equipment to support clinic and laboratory operations;
• Prepare purchase orders, obtain vendor quotes, and ensure that purchases align with the budget and clinic needs;
• Engage effectively with ethnically and culturally diverse populations;
• Communicate effectively in oral and written form with a range of stakeholders, including individuals whose first language is not English;
• React calmly and follow protocol in case of accidents or exposure incidents in the clinic or lab environment;
• Work independently, taking initiative in completing tasks, solving problems, and making informed decisions;
• Proactively identify areas for improvement within the clinic and implement solutions to enhance operational efficiency.

New: 10/2024

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.