How to Be Orthodontics Records Clerk - Job Description, Skills, and Interview Questions

Jul 9, 2021 / 5 Minutes Read / By Albert

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The Orthodontics Records Clerk is responsible for accurately maintaining patient records in an orthodontic office. This role has a direct impact on the quality of care provided to the patient, since proper record keeping ensures that all information is up to date and easily accessible. The Orthodontics Records Clerk must ensure that records are properly filed and organized, both electronically and in paper form.

Furthermore, they must be able to quickly and accurately enter data into the computer system, and review existing records for accuracy. an Orthodontics Records Clerk plays an essential role in ensuring that the office runs smoothly and efficiently.

Steps How to Become

Obtain a High School Diploma. The first step to becoming an Orthodontics Records Clerk is to obtain a high school diploma or equivalent. This is a prerequisite for any job in the medical field and it is essential for success in this particular position.
Take Medical Office Classes. It is also important to take medical office classes in order to gain a better understanding of the terminology and processes used in an orthodontic office. These classes can be taken at a local college or through online providers.
Pursue Certification. Pursuing certification as an Orthodontics Records Clerk is the next step in becoming qualified for the position. Certification is offered through the American Association of Orthodontists (AAO) and requires passing an exam that covers topics such as the anatomy of the jaw, orthodontic procedures, and recordkeeping.
Gain Experience. Experience is also an important factor when it comes to landing a job in the orthodontics field. Many employers prefer to hire someone who has experience working in an orthodontic office. To gain this experience, consider volunteering at an orthodontic office or applying for an entry-level position.
Network. Networking with other professionals in the field is also beneficial. This can be done through joining professional organizations such as the AAO or attending conferences and seminars related to orthodontics.
Find a Job. Once you have obtained your certification and gained experience, you can begin looking for a job as an Orthodontics Records Clerk. Job postings can be found online or through networking with other professionals.

The need for reliable and competent Orthodontics Records Clerks has grown substantially over the past decade due to the increasing complexity of orthodontic care. With the rise of technology and advancements in orthodontic treatments, an Orthodontics Records Clerk must possess a variety of skills and knowledge in order to accurately keep records and provide efficient customer service. A successful Orthodontics Records Clerk requires strong organizational skills, attention to detail, a good understanding of medical terminology, and the ability to use computer software.

Furthermore, they must also be able to manage multiple tasks simultaneously while interacting with patients, clinicians, and other members of the healthcare team. By having a reliable and competent Orthodontics Records Clerk, it will ensure that patient records are kept accurately and securely, as well as providing a higher level of customer service.

You may want to check Orthodontic Lab Manager, Hygienist, and Orthodontics Billing and Coding Specialist for alternative.

Job Description

Greet patients upon their arrival and direct them to the appropriate office.
Schedule orthodontic appointments and maintain patient records.
Record patient information such as medical history, insurance coverage, and dental history.
Prepare treatment plans and explain them to patients or their guardians.
Collect payments for services rendered and process insurance claims.
Maintain patient files and filing systems for easy reference.
Order orthodontic supplies and materials as needed.
Communicate effectively with orthodontists, staff members, and patients to ensure smooth operations.
Ensure that all orthodontic records are stored properly and in compliance with HIPAA regulations.
Provide administrative support to the orthodontic team as needed.

Skills and Competencies to Have

Excellent organizational skills
Knowledge of orthodontic terminology
Working knowledge of medical insurance policies
Ability to work independently and in a team environment
Strong attention to detail
Proficiency in using computers and office programs
Ability to communicate effectively with patients and staff
Understanding of HIPAA regulations and patient privacy
Ability to multitask and prioritize
Knowledge of coding and billing procedures and regulations

Having excellent organizational skills is essential for a successful Orthodontics Records Clerk. It is important to be able to maintain accurate and up-to-date records, as well as having the ability to manage large amounts of data efficiently. This can include filing and organizing medical records, updating patient information, verifying insurance coverage and preparing reports.

it is important to be able to work with other staff members, such as dentists and orthodontists, to ensure that all patient records are accurate and up-to-date. Having a good understanding of medical terminology and procedures will also be beneficial. Good communication skills are also important, as orthodontics clerks often interact with patients and their families.

Finally, it is important to be knowledgeable of any relevant laws and regulations, such as HIPAA, to ensure that all patient information is kept confidential. With these skills, an Orthodontics Records Clerk can help ensure that all patient records are accurate and up-to-date, which is essential for providing quality care to patients.

Periodontist, Dental Reimbursement Specialist, and Orthodontic Office Assistant are related jobs you may like.

Frequent Interview Questions

What experience do you have with orthodontic records management?
How do you stay organized when working with multiple sets of records?
Describe your experience with filing and retrieving orthodontic records.
What methods do you use to ensure accuracy when inputting patient information into a database?
How do you handle difficult questions or inquiries from patients regarding their orthodontic records?
Describe a time when you successfully handled a challenging situation involving a patient's orthodontic records.
What is your experience with medical insurance and payment plans?
Describe your experience working with electronic medical records systems.
How do you handle confidential information in accordance with HIPAA regulations?
What do you find most rewarding about working as an orthodontics records clerk?

Common Tools in Industry

Electronic Charting Software. A program used to store and manage patient records, including orthodontic treatment plans, X-rays, and other records. (Eg: Dolphin Imaging and Management Solutions)
Digital X-Ray Machine. Used to capture and store digital images of teeth and other oral structures. (Eg: Carestream Orthophos SL 3D)
Orthodontic Model Trimmer. Used to trim plaster or digital models for analysis. (Eg: Denshine Dental Model Trimmer)
Practice Management Software. Software to manage patient records and billing information. (Eg: Dentrix Ascend)
Orthodontic Brackets. Small metal brackets used to attach orthodontic wires to teeth. (Eg: 3M Clarity Advanced Ceramic Brackets)
Orthodontic Instruments. Tools used to measure and adjust the alignment of teeth. (Eg: G&H Orthodontic Pliers)

Professional Organizations to Know

American Association of Orthodontists (AAO)
American Board of Orthodontics (ABO)
American Dental Association (ADA)
European Orthodontic Society (EOS)
American Cleft Palate-Craniofacial Association (ACPA)
World Federation of Orthodontists (WFO)
International Association for Dental Research (IADR)
International Association of Orthodontics (IAO)
Orthodontic International Study Group (OISG)
American Academy of Orofacial Pain (AAOP)

We also have Orthodontics Laboratory Technician, Orthodontic Treatment Planner, and Dental Office Receptionist jobs reports.

Common Important Terms

Orthodontics. A branch of dentistry that specializes in the diagnosis, prevention and treatment of dental and facial irregularities.
Dental Records. Records maintained by a dentist of a patient's oral health history, including treatments and procedures.
Dental Chart. A record of a patient's dental health information and treatment plan, typically consisting of a diagram showing the teeth and their condition.
Treatment Plan. A detailed plan outlining the recommended treatments for a patient and the sequence in which they should be performed.
Radiographs. X-ray images of the teeth and jaw used to detect problems, such as cavities, gum disease, and impacted teeth.
Diagnosis. A medical professional's opinion on the cause of a medical problem or condition based on the patient's signs and symptoms.
Appointments. Scheduled visits between the patient and the orthodontist to review progress and discuss treatment options.
Informed Consent. A document signed by the patient acknowledging they understand the risks, benefits, and alternatives associated with a procedure or treatment.

Frequently Asked Questions

Q1: What qualifications are needed to work as an Orthodontics Records Clerk? A1: A high school diploma or equivalent is typically required to become an Orthodontics Records Clerk. Knowledge of medical terminology and experience with medical recordkeeping is also helpful. Q2: What duties does an Orthodontics Records Clerk typically perform? A2: Orthodontics Records Clerks are responsible for maintaining patient records and ensuring that all documents are filed in an organized and up-to-date manner. They may also be called upon to answer phones, greet patients, and provide information about the orthodontic office's services. Q3: How much experience is needed to work as an Orthodontics Records Clerk? A3: The amount of experience needed to work as an Orthodontics Records Clerk will vary depending on the employer, but most employers prefer a minimum of 1-2 years of experience in a medical office setting. Q4: What tools or technologies do Orthodontics Records Clerks use? A4: Orthodontics Records Clerks typically use computer systems to store and manage patient records. They may also use photocopiers, scanners, and other office equipment to complete their tasks. Q5: What salary can an Orthodontics Records Clerk expect to earn? A5: According to PayScale, the average salary for an Orthodontics Records Clerk is $31,764 per year.