Office Administrator

Front Office Job Overview:
We are a private family dental practice seeking a professional team player who is outgoing and a self motivator. This person must be a dynamic and highly organized Front Office Administrator to join our team! In this vital role, you will be the welcoming face of our organization, ensuring smooth daily operations at the front desk while providing exceptional administrative support. Experience with Open Dental and dental insurance is a plus, but not necessary. Your energetic approach and attention to detail will help create a positive environment for patients and staff alike. This position offers an exciting opportunity for someone with strong organizational skills, excellent communication abilities, and a passion for delivering outstanding customer service in a small office setting.
Responsibilities include:
• Greet visitors and clients warmly, ensuring they feel welcomed and attended to promptly.
• Manage multi-line phone systems efficiently.
• Handle incoming and outgoing correspondence, including emails, mail, text and packages with professionalism. Make sure the phone voice mail system is current.
• Support calendar management by scheduling appointments, meetings, lunch and learns and reminders for staff members.
• Provide general office management support such as ordering supplies, managing office equipment, being the point person for IT, coordinating clerical activities and ordering food for staff meetings.
• File insurance claims, verify insurance benefits and handle requests for additional information from insurance companies. Update insurance information as needed in Open Dental and make sure patient information is accurate.
• Manage “can come sooner” call list and ensure the doctor and hygiene schedules are full and confirmed.
• Post insurance payments and handle patient payments – both check and credit card. Prepare bank deposit.
• Make financial arrangements as needed and able to work with Care Credit.
• Prepare paperwork for preauthorization and process secondary insurance claims.
• Present treatment to patients and follow-up on incomplete treatment.
• Handle emergency patients calling into the office.
• Follow up on unpaid dental claims and collecting on patient accounts if necessary.
• Process requests for patient refunds.
• Notify assistants and hygienist of any changes in the schedule.
• Work with other specialist offices and scan all specialist letters and x-rays.
• Notify clinical staff of patient arrival and make sure patients leave with recall appointment.
• Send new patient and referral letters.

Qualifications:
• Proven experience in office administration or clerical roles with strong organizational skills and ability to multitask
• Excellent phone etiquette and customer service skills to handle inquiries professionally
• Strong organizational skills with keen attention to detail
• Ability to manage time efficiently while juggling multiple responsibilities in a fast-paced environment
• Previous experience in office administration or personal assistant roles is advantageous

Join us to be part of a vibrant team dedicated to creating a seamless front office experience! Your energy, organizational prowess, and commitment to excellence will make a meaningful difference every day.