Position Summary:
The Registered Dental Assistant (RDA) plays a vital role in delivering exceptional dental care and supporting advanced technology-driven workflows. This includes expertise in utilizing and maintaining CEREC, iTero, CBCT, and Primeprint systems. RDAs are also key to patient education, ensuring every patient receives relevant Spear videos for their diagnosis and treatment plan.

Key Responsibilities

1. Patient Care
• Prepare and seat patients for dental procedures, ensuring their comfort and addressing concerns.
• Provide personalized patient education, including offering Spear videos tailored to their diagnosis.
• Record and update patient medical history accurately in digital systems.

2. Digital Workflow and Technology Support
• Operate and support CEREC & iTero for same-day restorations, including scanning, design, and milling.
• Utilize CBCT technology for imaging and diagnostic purposes, ensuring optimal image quality.
• Manage 3D printing workflows using Primeprint, including design preparation and post-processing.
• Troubleshoot minor issues with technology and coordinate maintenance when needed.

3. Chairside Assistance
• Assist the dentist during a variety of procedures with efficiency and precision.
• Anticipate the dentist’s needs, ensuring procedures run smoothly.
• Maintain proper ergonomic techniques and clinical setup for each procedure.

4. Infection Control & Sterilization
• Adhere to all Infection Prevention Control (IPC) protocols, including sterilizing instruments and disinfecting treatment rooms between patients.
• Monitor compliance with MDA regulations for safety and hygiene.

5. Administrative and Team Support
• Document procedures, notes, and imaging details in digital records (i.e., tooth numbers on radiographs & intra-oral pictures).
• Assist with scheduling appointments and patient follow-ups to ensure seamless care.
• Maintain inventory and order supplies for clinical and digital workflows.
• Comprehensive Treatment Planning, including existing conditions, periodontal charting, and sequenced outstanding dental treatments with plan status (pending/rejected/referred/undecided/etc.)

Qualifications:
• Current RDA licensure in the Province of Manitoba.
• Current certification in CPR.
• Hands-on experience with CEREC, CBCT, and 3D printing technologies (preferred but training available).
• Strong communication, organization, and multitasking skills.

Job Summary

The Dental Hygienist is an essential member of the clinical team, providing high-quality preventive care, therapeutic services, and patient education to promote lifelong oral health. Working closely with dentists and team members, the hygienist enhances the patient’s experience through personalized care, digital tools, and a commitment to clinical excellence.

Key Responsibilities

1. Patient Care and Treatment

• Conduct comprehensive oral assessments and review medical histories.

• Perform dental cleanings, including scaling, polishing, and stain removal.

• Administer fluoride treatments as indicated.

• Provide local anesthesia where licensed and required.

• Take and assess intra-oral digital radiographs.

• Conduct non-surgical periodontal therapy, including root planing.

• Reinforce dentist-recommended treatment plans to encourage patient compliance.

• Monitor and support adherence to the periodontal program (target: 20% of patients on a 3–4 month recall).

2. Clear Aligner Consultations

• Identify candidates for clear aligner therapy.

• Educate and refer patients for further consultation and scheduling.

3. Patient Education

• Educate patients on brushing, flossing, nutrition, and oral-systemic health.

• Use digital tools including PrimeScan, iTero, Spear videos, and printed handouts.

• De-escalate patient anxiety with professional, empathetic communication.

4. Compliance and Safety

• Adhere to infection prevention and control protocols.

• Follow CDHM, MDA, PHIA, and PIPEDA regulations.

• Maintain accurate and complete clinical documentation.

5. Administrative Duties

• Collaborate in developing treatment plans and documenting care.

• Assist in scheduling follow-ups and managing patient flow.

• Monitor inventory and request hygiene supplies as needed.

6. Digital Competency

• Utilize ClearDent for accurate charting, booking, and documentation.

• Support team workflow with proficient software usage.

7. Continuing Education

• Stay updated on best practices and innovations in dental hygiene.

• Participate in ongoing training and professional development.

Qualifications

Education and Licensure

• Diploma or Bachelor’s Degree in Dental Hygiene (accredited program)
• Active, unrestricted licensure with the College of Dental Hygienists of Manitoba
• Current CPR/BLS certification

Skills and Competencies

• Skilled in using digital dental software and clinical technology
• Excellent communication and interpersonal abilities
• Strong manual dexterity and attention to detail
• Ability to manage time effectively in a fast-paced team environment

Working Conditions

• Dental office setting with routine exposure to clinical materials and instruments
• Prolonged periods of standing or sitting while delivering patient care

Job Benefits

• Competitive salary
• Health, dental, and vision benefits
• Paid vacation and personal days
• Uniform allowance

Performance Benchmarks

• Achieve 90% pre-booking rate for future hygiene visits
• Maintain a minimum of 20% of patients in a 3–4 month periodontal recall program

We are committed to creating an inclusive, respectful, and supportive environment where each team member thrives and contributes to exceptional patient care.

Position Summary

The Dental Office Administrator is responsible for managing the daily operations of the dental office to ensure efficiency, high patient satisfaction, and financial success. This role includes increasing treatment plan acceptance, optimizing billing and scheduling, collecting co-payments, and maintaining compliance with administrative and regulatory standards.

Key Responsibilities

1. Patient Management

• Greet patients warmly and assist with check-in and check-out processes.

• Manage patient scheduling to maintain a 100% schedule utilization rate.

• Ensure patients fully understand treatment plans and financing options to increase case acceptance to 60%.

2. Administrative Operations

• Maintain accurate patient records, ensuring compliance with PHIA and PIPEDA.

• Coordinate referrals, pre-authorizations, and insurance verifications.

• Support the team in meeting the practice’s billing per hour goal.

3. Financial Duties

• Ensure 100% collection of patient co-payments at the time of service.

• Oversee billing accuracy and ensure timely claims processing.

• Verify insurance benefits and communicate coverage details clearly to patients.

• Assist patients with financial arrangements to encourage treatment plan acceptance.

• Complete daily deposits and end-of-day reconciliation procedures.

4. Compliance and Documentation

•  Ensure adherence to PHIA, PIPEDA, and other regulatory requirements.

• Maintain up-to-date documentation, including patient consent forms and office policies.

5. Team Collaboration and Leadership

•  Act as a liaison between clinical and administrative staff, fostering seamless communication.

•  Support the team in achieving key performance goals, including schedule utilization, billing, and case acceptance.

• Provide mentorship to new administrative team members and take on additional responsibilities as needed.

6. Office Technology and Systems

• Utilize dental practice management software (e.g., ClearDent & CareCru) for scheduling, billing, and documentation.

• Troubleshoot minor technical issues and coordinate IT support as needed.

Jobholder Entry Requirements

• High School graduate or equivalent

• 1–5 years’ experience in a dental setting, or have completed a recognized Dental Assistant program

•  Will possess strong inter and intra-personal skills

• Excellent organizational abilities

• Familiar with dental terminology

•  Previous accounts receivable experience

• Strong diplomatic, negotiation, and conflict resolution skills

• Must possess a high level of moral judgment for handling confidential information and monetary transactions

• Able to perform moderate to complex account reconciliations

•  Effective attention to detail and a high degree of accuracy

• Strong work ethic and positive team attitude

•  Able to effectively communicate both verbally and in writing

• Strong problem identification and problem resolution skills

• High level of proficiency with Microsoft Office productivity suite

Working Conditions

•  Interacts with employees, patients and third-party organizations

•  Good hearing required for extensive telephone use

• Manual dexterity required to use desktop computer and peripherals

• Lifting and moving up to 20lbs may be required

• Overtime as required

• Evenings and some weekends required

This job description covers the main areas of responsibility and duties of a Dental Administrator. In so doing, it does not comprise all the duties, which may be required in the performance of this position. Dental Office Administrators may be required to follow any other instructions and to perform any other related duties that may be required by the dentist or Management.

Job Title: Dental Treatment Coordinator
Reports To: Assistant Manager & Lead Administrator

Position Summary

The Treatment Coordinator serves as the practice’s expert on treatment plans and insurance coverage. This role is responsible for ensuring that all patients receive clear explanations and education regarding proposed dental procedures and associated costs. The Treatment Coordinator works closely with the practitioner, the patient, and their insurance provider to determine cost estimates based on the treatment plan, applicable lab fees, and benefits coverage. This is facilitated through the submission of predeterminations and interpretation of explanation of benefits (EOBs). The Treatment Coordinator also arranges authorized payment plans and maintains accurate records of all relevant financial transactions, insurance statements, and completed procedures. Additional administrative duties may be assigned as necessary.

Key Responsibilities

Patient Education & Coordination

• Effectively educate patients on proposed treatment plans using verbal explanations, Spear or Caesy educational videos, written materials, and dental models. 

• Clearly communicate the health benefits, associated costs, treatment timelines, and available payment options to support informed decision-making. 

• Ensure patients understand their insurance coverage, policy limitations, and out-of-pocket expenses.

• Submit predeterminations with required supporting documents (e.g., X-rays, Intra-oral camera pics and dentist notes) for major procedures or as requested by the patient.

• Contact insurance companies as needed to clarify coverage details, resolve discrepancies and/or obtain further explanation or information.

Financial Coordination & Documentation

• Obtain up to date insurance information from patients to ensure estimates are accurate.

• Ensure 100% collection of patient co-payments at the time of service.

• Provide detailed explanations of benefits (EOBs) upon receipt from insurance providers, ensuring patient maximums and coordination of benefits are properly accounted for.

• Calculate and communicate the final treatment cost, factoring in insurance coverage and lab fees.

• Work with the Assistant Manager/Lead Administrator and the dentist to develop financial arrangements for extensive treatment plans, adhering to office policies.

• Maintain accurate and organized documentation of treatment plans, insurance statements, and financial arrangements.

• Assist patients with insurance claim submissions by providing necessary dental codes, X-rays, and required documentation.

• Complete daily deposits and end-of-day reconciliation procedures.

Administrative & Operational Duties

• Update contact information and maintain accurate patient records, ensuring compliance with PHIA and PIPEDA.

• Utilize dental software programs (such as ClearDent, ITRANS, CareCru, SIDEXIS, and Microsoft Office Suite) for patient and financial management.

• Provide support to the Assistant Manager/ Lead Administrator as required.

• Assist with special projects as assigned by the Assistant Manager/ Lead Administrator.

Team Collaboration and Leadership

• Serve as a communication bridge between clinical and administrative teams to ensure smooth workflow.

• Support the achievement of key performance indicators, including schedule optimization, billing accuracy, and case acceptance rates.

• Provide mentorship to new administrative team members and take on additional responsibilities as needed.

• Collaborate with fellow interdepartmental administrators to foster effective teamwork and coordinated operations.

Qualifications & Requirements

Education & Experience

• High school diploma or equivalent.

• 1-5 years of experience in a dental setting or completion of a recognized Dental Assistant program.

• Experience with practice management software such as ClearDent is an asset.

• Strong knowledge of dental codes, terminology, and procedures is an asset.

Skills & Competencies

• Ability to read, interpret, and explain treatment plans, insurance forms, and EOBs.

• Strong written and verbal communication skills.

• Effective attention to detail and a high degree of accuracy.

• Team-oriented mindset with a proactive work ethic.

• Ability to handle confidential and sensitive information with integrity.

• General mathematical skills for cost calculations and financial planning.

• Detail-oriented with strong organizational and analytical skills.

• Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office equipment.

• Friendly, professional demeanor with excellent interpersonal skills.

• Strong problem-solving and conflict-resolution skills.

• Ability to write clear and concise correspondence (e.g., memos, letters).

Working Conditions

• Engage in regular, proactive communication with team members, patients, insurers, and third-party organizations to ensure smooth coordination and workflow.

• Extensive telephone use requiring good hearing ability.

• Manual dexterity required for computer use and handling office peripherals.

• Occasional lifting and moving of objects up to 20 lbs.

• Overtime may be required as needed.

• Evenings and some weekends required.

Position Summary
The Sterilization Technician plays a vital role in ensuring a safe and sterile clinical environment. This position is responsible for cleaning, decontaminating, sterilizing, organizing, and distributing dental instruments and equipment in compliance with regulatory standards. This role also supports treatment room preparation and general assistance to dental staff as needed.

Key Responsibilities

Sterilization & Instrument Maintenance

• Collect, decontaminate, and sterilize all instruments and trays according to established sterilization standards and regulations.

• Inspect all instrumentation and cassettes before distribution to ensure functionality and cleanliness.

• Package instruments based on procedure type and individual doctor preferences.

• Maintain proper documentation for all sterilization cycles and decontamination activities.

• Label all processed instruments appropriately.

• Prepare surgical packs as required by the doctors.

Equipment & Quality Control

• Maintain quality control through routine testing and cleaning of sterilization equipment.

• Ensure all sterilization and dental instruments function properly.

• Maintain and complete logbooks for all sterilization equipment and procedures.

• Conduct daily, weekly, and monthly sterilization tests to ensure compliance.

• Coordinate and complete equipment maintenance as needed.

Safety & Compliance

• Wear protective clothing (masks, eyewear, gloves, etc.) at all times in the sterilization area.

• Follow organizational, Dental Association, and regulatory sterilization protocols.

• Properly dispose of and store hazardous materials according to health and safety regulations.

• Stay up to date with sterilization standards and regulations.

Support & Training

• Review the next day’s schedule to ensure a sufficient number of sterilized instruments are available.

• Train and educate new staff as required.

• Assist with administering various computer systems (ES, Cerec, MS Office, EMagine).

• Assist dental staff with patient care and other support tasks as needed.

• Prepare and set up dental treatment rooms for procedures.

• Perform other duties as assigned.

Jobholder Entry Requirements

Education/Experience

Any combination of education and experience providing the required knowledge and skills is qualifying. Typical qualifications would be equivalent to:

• High school diploma or equivalent.

• Certification in Dental Assisting or similar training is considered an asset.

• Ability to establish and maintain good working relationships with suppliers and dental practice staff.

• Thorough knowledge of sterilization techniques, standards, and regulations preferred but not required.

• Basic knowledge of dental procedures and terminology is considered an asset.

• Ability to work safely with strict adherence to health and safety regulations.

• Excellent communication skills.

• Ability to work well under pressure and to time constraints.

• Ability to work independently as well as in a team.

Working Conditions

• Interacts with employees, management, and suppliers.

•  Overtime may be required.

• Standing for long periods of time.

• Lifting, bending, pushing, and pulling.

• Repetitive work.

• Lifting or moving up to 100lbs may be required.

Job Summary

The Scheduling Coordinator plays a crucial role in ensuring the efficiency and productivity of the dental practice by managing patient appointments and optimizing the dentists' schedules. The primary responsibility is to maintain 90% schedule utilization for all providers while ensuring seamless patient communication and administrative support. Additionally, this role involves coordinating patient relations, managing scheduling policies, and handling various administrative tasks as required.

Key Responsibilities

Scheduling & Appointment Management

• Maintain a 90% schedule utilization for all dentists by actively managing appointments.

• Develop resources to recapture schedule openings using appointment availability lists (i.e. Booked + Waiting Appointment, Waiting Appointment and Outstanding Recall lists).

• Monitor and follow up on waiting appointments daily via phone, text, email, or mail.

• Implement and enforce no-show, cancellation, and late patient policies.

• Optimize patient communication using multiple channels (phone, email, text).

• Maintain and update the treatment list to ensure pending treatments are scheduled.

• Adhere to patient scheduling protocols, ensuring accurate insurance verification, benefit breakdown, pre-determination and timely follow-up communication.

Patient Communication & Coordination

• Promptly answer and/or distribute all incoming calls, text messages, and emails.

• Coordinate record transfers for patients who have moved to another office.

• Ensure prompt responses to online appointment requests.

• Assist patients with insurance benefit inquiries when necessary.

• Maintain excellent patient relations by providing professional and courteous service.

Administrative & Operational Duties

• Utilize and maintain dental software systems, including ClearDent, ITRANS, CareCru and Microsoft Office.

• Monitor and replenish office supplies, notifying management as needed.

• Support the Administrative Team in various tasks to ensure smooth operations.

• Work effectively with the clinical teams and interdepartmental administrative staff.

• Assist with Assistant Manager and Lead Administrator duties when required.