Dental VA Role Specification Template

Role

Role title: ______

Primary role type: Patient Coordination / Recall and Reactivation / Insurance Verification / Billing and AR / Treatment Coordination / Referral Coordination / Back-Office and Data / Practice Operations

One-line purpose: Owns ______ so that ______ can ______.

Responsibilities

List three to five outcomes, not activities.

1. ---

2. ---

3. ---

Tasks by rhythm

Daily: ______

Weekly: ______

Monthly: ______

When triggered by an event: ______

Hours and timezone

Hours per week: ______

Days: ______

Required working windows in the practice’s local time: ______

Peak, lunch, late-day, holiday, and absence coverage: ______

Skills and knowledge

Administrative skills: ______

Communication skills: ______

Analytical skills: ______

Dental knowledge: None / Familiar / Experienced / Expert

Required language level: ______

Systems and access

For each system, record the system name, permission level, access method, and person responsible for setup.

System	Permission	Access method	Setup owner
______	______	______	______

Communication

Reports to: ______

Backup: ______

Routine channel and cadence: ______

Urgent channel and response time: ______

Security

• Required agreement completed
• Privacy and security training completed
• Named accounts and multi-factor authentication
• Managed and encrypted device
• Private workspace
• No local storage of patient information
• Minimum-necessary permissions
• Offboarding and same-day revocation plan

Decision rights

Can decide alone: ______

Can recommend, practice decides: ______

Must never do: ______

Success and ramp

Leading measures and baselines: ______

Outcome measures and baselines: ______

Weeks 1 and 2: ______

Weeks 3 and 4: ______

Full-output expectation: ______

30-day review date: ______

90-day scope and autonomy review: ______