Front Desk Coordinator
Listed on 2026-10-09
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Administrative/Clerical
Office Administrator/ Coordinator, Front Desk/Receptionist, Medical Receptionist
We are looking for a smart, organized, dependable person to own our office checkout seat.
Previous dental or medical experience is not required. We are comfortable training someone from scratch. We care more about communication, judgment, attention to detail, organization, and willingness to learn.
This role is primarily responsible for making sure patients leave the office with everything complete and that the front office remains organized, polished, and responsive.
Purpose:
Owns checkout and front desk completion so patients leave financially complete, closes communication loops, and ensures the office experience stays polished and organized
Five Core FunctionsMake sure each patient is properly checked out before leaving
This includes:
- Collecting payments
- Making sure charges and payments are entered correctly
- Reviewing patient accounts for obvious loose ends
- Confirming patients understand their next steps
- Scheduling follow-up appointments when appropriate
- Making sure unfinished items are routed to the right person
Make sure patients receive the correct documentation and tha tthe financial side of the day is clean before the office closes.
This includes:
- Preparing and providing superbills when appropriate
- Reviewing the daily ledger
- Identifying missing or incorrect payments or charges
- Making sure unresolved financial items are addressed or clearly communicated
Help make sure the front office consistently represents the level of experience we want patients to have.
This includes:
- Keeping the reception and checkout areas clean and organized
- Greeting and communicating with patients professionally
- Maintaining a polished front desk environment
- Making sure patients feel acknowledged and know what is happening
Make sure important patient communication does not simply sit unanswered overnight.
This includes:
- Reviewing outstanding calls, messages, emails, and texts
- Making sure patients receive a response or clear next step
- Following up on unresolved communication
- Escalating anything that cannot be completed before the end of the day
Help keep important administrative items organized and moving.
This includes:
- Scheduling and confirming meetings and phone calls for the doctors
- Receiving and routing mail
- Making sure important documents reach the correct person
- Helping close administrative loose ends that affect the doctors or patient experience
Everyone on our front desk team is cross trained and expected to help one another.
You will also learn how to:
- Answer phones
- Check patients in
- Schedule appointments
- Schedule surgery when needed
- Collect payments
- Take detailed messages
- Upload and route records and documents
- Communicate basic appointment instructions
- Help patients with straightforward questions before escalating them
- Support the rest of the front desk when another team member is busy or unavailable
Your primary ownership is checkout and office experience, but you should understand how the entire front desk works.
Who We Are Looking ForWe are looking for someone who is:
- Organized
- Detail oriented
- Warm and comfortable speaking with patients
- Reliable
- Able to communicate clearly and effectively
- Comfortable handling money and financial conversations
- Able to prioritize several tasks at once
- Willing to ask questions when something is unclear
- Able to learn systems quickly
- Confortable receiving feedback
- Someone who notices unfinished work and helps to close the loop
- A team player who is wililng to help wherever needed
Previous dental, medical, or front desk experience is welcome, but not necessary.
We have sucessfully trained people without prior dental experience and we are willing to invest in someone who has the right attitude, communication skills, intelligence, and a strong work ethic.
What matters most is that you can learn, take ownership, communicate well, and become someone that the rest of the team can depend on.
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