We are looking for a friendly and organized Receptionist to join our team and be the welcoming face of our dental practice. In this role, you will handle a variety of front desk responsibilities, including but not limited to greeting patients, scheduling appointments, and managing patient records. Your excellent communication skills and attention to detail will help ensure a smooth and efficient patient experience from check-in to check-out.

As a Receptionist, you’ll play a key role in supporting both patients and the dental team. You’ll be responsible for coordinating with staff, answering phones, and addressing patient inquiries, all while maintaining a positive and professional atmosphere. If you have a passion for helping others and thrive in a fast-paced environment, we’d love for you to join us.

PRIMARY RESPONSIBILITIES

Responsible for maintaining phone lines, patient scheduling, and patient management while assisting admin team with daily duties.

SPECIFIC DUTIES

Reception Management

• Answer and respond to telephone calls with professionalism
• Check the daily schedule for accuracy and provide schedule to dental team as appropriate
• Review supplies for reception and provide order to business manager
• Open and close dental office according to office protocol

Patient Management

• Greet and welcome patients and visitors to the practice
• Maintain a professional reception area/office
• Check in patients according to office protocol, verifying and updating health information
• Provide and document HIPAA Notice of Privacy Practices according to office policies and procedures
• Manage recall and inactive patient system
• Confirm upcoming appointments
• Schedule patients for efficient use of doctor and staff time
• Check patient back up list to try to fill in cancellation and no-show appointment times
• Collect payment from patients at time of treatment
• Schedule follow-up appointments as directed

Records Management

• Gather and accurately record dental, medical and insurance information from patients
• Store and handle records in compliance with legal requirements, including HIPAA regulations
• Manage and update patient information via electronic health record system
• Track cases and referrals to and from other doctors

Insurance

• Keep patients’ insurance information up to date
• Submit treatment plans for predetermination of benefits
• Prepare claim forms for patients with dental insurance
• Organize supporting materials for claim forms, such as radiographs or written narratives
• Submit claim forms from office to dental benefits plans
• Assist in the resolution of problems with third-party payers

Billing

• Prepare and send billing statements promptly and accurately
• Prepare and send overdue account letters as directed by the dentist
• Contact patients with accounts overdue
• Post checks received each day

Communications

• Sort, organize and distribute mail
• Coordinate and send the following:
  • New patient and referral thank you notes
  • Other correspondence as directed by the dentist 

Inventory Management

• Monitor inventory and order dental office supplies as needed
• Monitor and make sure all office equipment (copy machine, fax, phones, computer system, etc.) is functioning and properly maintained; follow up on staff complaints and submit appropriate repair requests

Office Participation

• Be an active participant in team meetings
• Perform other tasks as assigned by the dentist

PERSONNEL REQUIREMENTS

Education/Experience

• High school diploma or equivalent
• Bilingual English/Spanish required
• Office experience preferred
• Working knowledge of computers for word processing, scheduling, insurance claims processing and records management

Interpersonal

• Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community
• Effective verbal skills to communicate with patients and staff in both English and Spanish