2.1 - Office of Patient Care and Business Administration

Management of the predoctoral and baccalaureate clinical program is the primary responsibility of the Assistant Dean for Clinical Affairs, the Director of Quality Assurance, the Director of Compliance, the Clinic Administrator, and the Business Office, which monitors or directs the following:

• Clinic and rotation schedules
• Patient assignments
• Clinical finances
• Equipment and supplies inventory/requisition
• Patient questions and information
• Patient record-keeping and chart audits
• Sterilization
• Infection control protocols
• Hazard communications training
• Adverse incident reports
• General clinic policies
• Third-party insurance claims
• Patient account management.

OFFICE HOURS:  8:00 a.m. – 4:30 p.m.

Assistant Dean for Clinical Affairs:  
Joseph V. Franco, Jr., D.D.S., Dean’s Office - Room 504
Responsibilities include the overall management of the predoctoral and baccalaureate clinic programs.

Clinic Administrator:
TBD
Responsibilities include the overall management of the PSCs, Communications Center, and Dispensaries.

Predoctoral Materials Control Manager:
Joni Jenkins, Room 305
Responsible for supervising the Inventory Associates, product procurement for the pre-doctoral clinics, student locker assignments, external dental assisting rotation, and small equipment for clinics.

Predoctoral Clinics Manager:
Tracy King, Room 307B
Oversees all Patient Services Coordinators for the predoctoral clinics.

Director of Compliance:
Kim Graziano, R.D.H., M.P.H., Room 234
Responsible for managing all adverse incident reports, faculty/staff training in infection control and hazardous waste management, HIPAA point of contact, and liaison for OUHSC Environmental Safety, OSHA, and other regulatory agencies. Supervisor for Central Sterilization staff.

Compliance Coordinator:
Maria Carter, Room 238
Performs Compliance onboarding for all new employees, report preparation and follow up for all HIPAA-related issues, maintains key inventory and building access logs, assists students with all Compliance-related enrollment requirements in Complio, coordinates CPR courses for all workforce members, updates policies, protocols, and informational material for all faculty, staff, and students,  and supports the Director of Compliance. 

Compliance Administrative Support:
Rebekah Bargewell, Room 238
Performs report preparation and follow-up for all OSHA and Infection Control-related issues, maintains Emergency Cart checklists and Safety Data Sheets, coordinates Fit Testing, updates policies, protocols, and informational material for all faculty, staff, and students, and supports the Director of Compliance.  

Director for Quality Assurance and Director of Patient Relations:
Susan W. Shelden, R.D.H., Room 232
Works with the Assistant Dean for Clinical Affairs in the overall management of the predoctoral and baccalaureate clinic programs. Responsible as the Patient Liaison. 

Quality Assurance Coordinator:
Sabrina Savage, Room 238
Responsibilities include the coordinator for Clinic Operations payroll, managing the forms inventory, UVS chart storage, invoice processor, and supporting the Director for Quality Assurance and Patient Relations and the Assistant Dean for Clinical Affairs.

Scheduling Coordinator 
Staci Wekenborg, R.D.H., M.Ed., Room 593
Responsible for predoctoral and dental hygiene clinical scheduling and predoctoral rotation schedules.

Room 321

OFFICE HOURS: 8:00 a.m. - 5:00 p.m.

The Communication Center is the first line of contact for prospective and existing patients for the College of Dentistry. This department assists patients, students, or faculty with patient scheduling, appointment confirmations, and by facilitating communications between patients and dental providers. The Communication Center will collaborate with Patient Service Coordinators, Clinic Managers, the Clinic Administrator, the Director of Quality Assurance and Patient Relations, and the Assistant Dean for Clinical Affairs to streamline the delivery of quality dental care. Predoctoral dental students in their 2nd and 3rd years will utilize the Communication Center for planner maintenance and patient scheduling. This department provides additional coverage for the main entrance reception area as needs arise. 

Manager: Director of Compliance

Supervisor: Assistant Dean for Clinical Affairs

Many of the more commonly requested numbers can be found in the online phone directory. If calling from off campus, the extensions beginning with 1 can be dialed as 405-271- XXXX. For example, the extension is 17744, dial 405-271-7744. All other extensions are reached by calling 405-271-8001 and entering the extension number. 

Online Phone Directory link: OUHSC Phone Directory  

Main Entrance, First Floor

FRONT DESK HOURS:  7:30 a.m. – 4:30 p.m.

Responsible for greeting all patients and visitors, handling incoming deliveries, and preparing correspondence to be mailed to patients. The Front Desk Receptionist assists incoming patients or visitors to find specific faculty, staff, or clinics throughout the building.

Facilitator: Front Desk Receptionist

Supervisor: Director of Compliance

Room 321

OFFICE HOURS: 8:00 a.m. - 5:00 p.m.

The Patient Services Representatives (PSRs) answer telephones and document patient information. They obtain new patient demographics, update information from existing patients, collaborate with dental students and faculty, and contact new patients from the prospective patient form.

Supervisor: Director of Compliance

Room 321

OFFICE HOURS: 8:00 a.m. - 5:00 p.m.

This department is responsible for a complex, high-volume bookkeeping/accounting system for all predoctoral dental students, dental hygiene students, Graduate Periodontics, and OU Dentistry (Faculty Practice). 

Manager: Departmental Billing Manager

Supervisor: Director of Finance

Room 321

OFFICE HOURS: 8:00 a.m. - 5:00 p.m.

The Patient Account Representatives (PARs) manage patient transactions, process insurance claims, coordinate payments from public service agencies, refunds, and collections.

Manager: Departmental Billing Manager

Room 131A

OFFICE HOURS: 7:00 a.m. - 5:30 p.m.

This department oversees the sterilization needs of the entire College, which include the predoctoral and baccalaureate programs, all graduate programs, and the intramural faculty practice clinic.

Facilitators: Inventory Associates

Supervisor: Director of Compliance

OFFICE HOURS:  8:00 a.m. – 5:00 p.m.

 The Patient Service Coordinators (PSC) assists the student with appointments, facilitates patient communications, and promotes the delivery of dental care at COD. Each PSC is responsible for a certain number of assigned students and their patients.  As students progress through the curriculum at COD, they will eventually be appointed to a dental group practice, and at that time they will be assigned a PSC to work with. Each PSC is responsible for scheduling the DS2, DS3, and DS4 students. Below are the locations of the PSCs within their assigned clinics:

Hygiene Clinic (Room 280)

Shillingburg Clinic (Room 306)
Room 307A and Room 307B

Robertson Clinic (Room 330)
Room 331A and Room 331B

Miranda Clinic (Room 370)
Room 371A and Room 371B

Third Floor Checkout

Miller Clinic (Room 436)

Supervisor: Predoctoral Clinic Manager

Manager: Director of Compliance

CLINIC HOURS: 9:00 a.m. - 12:00 p.m. and 1:00 p.m. - 4:00 p.m.

All clinic dispensary staff are employees of the Office of the Department of Clinic Administration except those in Oral Diagnosis, Oral Surgery, the graduate programs, and the intramural faculty clinic. Each clinic has a central dispensary found in the back of the clinic staffed by one or two clinical Inventory Associates responsible for the distribution of instruments, supplemental equipment, anesthetic, radiographic sensors, electronic signature pads, and other materials and supplies checked out by request.

Room 117

OFFICE HOURS: 7:00 – 4:00 p.m.

Primarily responsible for the service, maintenance, and replacement of pre-clinical laboratory equipment in Rooms 433 and 301, and clinical equipment throughout the school.

Facilitator: Maintenance Specialist

Supervisor: Facilities Sr. Project Manager

Room 433

OFFICE HOURS: 7:00 a.m. – 4:00 p.m. 

Responsible for stocking and cleaning the preclinical simulator lab, and general areas throughout the school.                             

Supervisor: Building Operations Manager 

Training on the Electronic Record System (axiUm) will be provided during the initial stages of your dental career. Students will be informed of these sessions by the Department of Dental Informatics. Initial training begins during your first year with continued advanced training as you progress through your college education and advanced aspects of axiUm during your second year.

Proper understanding and use of the axiUm system are critical to your education and dental care delivery to our patients. The student is responsible for ensuring all supervising aspects are completed for each procedure performed and/or record entry.