Dental Front Office Assistant

Job Description

Job Description

SculptPerio is a leading periodontal practice committed to providing world-class dental care with an emphasis on patient comfort, cutting-edge technology, and personalized treatment plans. Our team is dedicated to promoting health, wellness, and the aesthetic goals of our patients. We are currently seeking an energetic, organized, and compassionate Front Office Associate / Treatment Coordinator / Receptionist to join our dynamic team and ensure the smooth operation of the practice's daily activities. This position is essential for providing an excellent first impression to our patients, assisting in treatment coordination, and supporting the operational functions of our office.

Key Responsibilities

As a Front Office Associate, Treatment Coordinator, and Receptionist at SculptPerio, your responsibilities will include but are not limited to:

Front Office Responsibilities

1. Greeting and Welcoming Patients
2. • Warmly welcome patients upon arrival and ensure they feel comfortable and cared for.
   • Maintain a positive and professional demeanor, making patients feel at ease as they enter the practice.
3. Managing Patient Flow
4. • Efficiently check-in patients for appointments, ensuring all necessary documentation is completed.
   • Verify patient information (insurance, personal details, medical history) and ensure accuracy in the system.
   • Notify clinicians when patients are ready for their scheduled procedures or appointments.
5. Phone and Email Handling
6. • Answer phone calls, respond to patient inquiries, and schedule appointments with a focus on customer service.
   • Respond to emails and online messages, providing accurate information or forwarding to the appropriate staff as needed.
   • Ensure all communications are handled professionally, promptly, and courteously.
7. Managing Appointment Scheduling
8. • Schedule, confirm, and reschedule patient appointments based on their needs and the clinic's availability.
   • Send reminders to patients about upcoming appointments to reduce no-shows and late cancellations.
   • Assist patients with appointment preparation instructions when necessary.
9. Patient Data Management
10. • Enter, update, and maintain accurate patient records in the practice management software (e.g., Dentrix, Eaglesoft, or similar).
    • Ensure that all patient information, including contact details, medical history, and treatment plans, is up-to-date and secure.
    • Obtain necessary forms and consents before treatment begins.

Treatment Coordination Responsibilities

1. Treatment Plan Review
2. • Collaborate with the periodontist to review and understand patient treatment plans.
   • Present detailed explanations of treatment plans to patients, addressing any concerns or questions.
   • Ensure that the patient understands the proposed treatment and associated costs, including insurance coverage, payment options, and financing.
3. Insurance Verification and Billing
4. • Verify patient insurance information and check coverage for treatment procedures.
   • Work with insurance companies to obtain pre-authorization for procedures as necessary.
   • Educate patients about their insurance benefits, ensuring transparency and understanding regarding coverage and out-of-pocket expenses.
5. Financial Management
6. • Review treatment costs with patients, providing cost estimates and discussing payment options (e.g., financing, credit cards, payment plans).
   • Assist in processing payments and managing patient accounts, including collecting co-pays and balances.
   • Coordinate with the Office Manager or Billing Specialist to ensure accurate billing for services rendered.
7. Patient Follow-up and Care Coordination
8. • Follow up with patients post-treatment to ensure satisfaction, answer questions, and schedule any necessary follow-up visits.
   • Maintain ongoing communication with patients throughout their treatment process to keep them informed and comfortable.
   • Ensure that all patient concerns are addressed promptly and escalate issues when necessary.

Reception and Administrative Duties

1. Front Office Organization
2. • Maintain the cleanliness and organization of the reception area, ensuring it is welcoming, professional, and patient-friendly.
   • Order office supplies and ensure that they are well-stocked and available as needed.
   • Monitor office schedules to avoid double bookings and ensure optimal patient flow.
3. Documentation and Record Keeping
4. • File and organize patient charts, treatment records, and financial documents according to clinic protocols.
   • Ensure HIPAA compliance by maintaining patient confidentiality and securing sensitive information.
5. Team Collaboration
6. • Work closely with dental assistants, hygienists, and other administrative staff to ensure smooth office operations.
   • Attend staff meetings and participate in continuous training to stay informed about new treatments, technologies, and office protocols.
   • Provide support to team members as needed, ensuring that the clinic runs efficiently and effectively.
7. Patient Education
8. • Provide patients with necessary forms and instructions for procedures, surgeries, or treatments.
   • Educate patients on post-operative care and offer written materials, such as pamphlets or instructions, to ensure they are well-prepared for their treatments.

Qualifications and Skills

• Education: High school diploma or equivalent required; an Associate’s degree in a related field (e.g., healthcare administration, dental assisting) is a plus.
• Experience: Minimum of 1-2 years of experience in a medical or dental office setting, particularly in a receptionist, treatment coordinator, or similar role.
• Knowledge:
• • Familiarity with dental terminology, treatments, and procedures is preferred.
  • Strong understanding of insurance verification, billing, and treatment plan coordination.
  • Knowledge of dental office software (e.g., Dentrix, Eaglesoft, or similar) and proficiency in using Microsoft Office Suite (Word, Excel, etc.).
• Skills:
• • Excellent interpersonal and communication skills, both verbal and written.
  • Strong organizational and time-management abilities, with the ability to prioritize tasks effectively.
  • Ability to multitask in a fast-paced environment while maintaining attention to detail.
  • Empathetic and patient-centric attitude, with the ability to handle sensitive situations professionally.
  • Problem-solving skills and a proactive approach to patient care and office operations.
• Certifications:
• • Certification in CPR/First Aid is preferred.
  • Dental assistant certification or experience is a plus but not required.

Physical Demands and Work Environment

• Physical Demands: This role may require sitting for extended periods, occasional lifting of office supplies (up to 15 lbs), and the ability to use office equipment (phones, computers, etc.).
• Work Environment: The position is performed in a clinical office setting with moderate noise levels, and may involve exposure to dental equipment and cleaning supplies. Proper PPE (personal protective equipment) will be provided as necessary.

Additional Information

• Work Hours: Full-time or part-time position available. The clinic is open Monday through Friday, with some occasional evening hours or Saturday shifts required based on patient demand.
• Compensation: Competitive hourly wage or salary, commensurate with experience. Benefits may include paid time off, health insurance, retirement savings plans, and continuing education opportunities.

Why SculptPerio?

At SculptPerio, we believe in fostering a positive and collaborative work environment where employees feel valued and supported. We are committed to professional development and providing opportunities for career growth within the organization. If you are passionate about delivering exceptional patient care and are looking for a dynamic and rewarding career, we encourage you to apply and become part of our talented team.

Skills:

• General Practice
• Bilingual
• Billing
• Consulting/Training
• Cross-trained (Front/Back Office)
• Cloud 9
• MS Office
• Spanish

Benefits:

• Medical
• Dental
• Vision
• 401k
• PTO

Compensation:

• $24-$28/hour