Front Office Assistant

Overview

Advanced Oral & Max Surgery-Elmhurst, a well-established oral and maxillofacial surgery practice, is seeking a dependable, organized, and customer-focused Front Office Assistant to join our team. As the first point of contact for patients, you will play a key role in providing exceptional service while ensuring smooth front desk operations. This is a floating position, splitting time between our Elmhurst office (Monday, Wednesday, Friday) and our Libertyville office (Tuesday, Thursday).

Responsibilities involve scheduling, managing patient records, handling insurance verification, processing payments, and maintaining a welcoming and efficient reception area.

• Warmly greet and check in patients upon arrival.
• Schedule, confirm, and manage patient appointments to maximize efficiency.
• Clearly communicate appointment details, preparation instructions, and office policies.
• Coordinate follow-up visits and rescheduling as needed.

• Answer and route incoming calls in a professional, friendly manner.
• Ensure all required paperwork, including consent forms, is completed and accurate.
• Maintain a clean, organized, and well-stocked reception area.

• Collect and verify insurance information, eligibility, and plan benefits.
• Communicate potential out-of-pocket costs to patients.
• Collect co-pays, deductibles, and payments at time of service.
• Partner with the billing team to ensure accurate claims processing.

• Understand relevant medical history sufficiently to alert doctors to issues that may affect oral surgery.
• Maintain awareness of and adherence to infection control protocols.
• Assist discharge personnel with post-operative instructions and emergency management as needed.
• Maintain current CPR certification (training provided by employer).

• Accurately enter patient data and keep records updated in the practice management system.
• Scan, file, and organize documents in compliance with HIPAA regulations.
• Support clinical staff in maintaining smooth patient flow throughout the day.
• Assist in training new employees when indicated.

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Prior experience in a dental, oral surgery, or medical office preferred.
• Familiarity with insurance verification and medical/dental terminology is a plus.

• Proficiency with practice management software (WinOMS, Dentrix, Eaglesoft, or similar).
• Microsoft Office Suite skills (Word, Excel, Outlook).
• Strong data entry accuracy.

• Excellent interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced environment.
• Bilingual skills are a plus.
• Maintain a presentable, professional appearance.

• 401(k) with 3% Safe Harbor Contribution
• Health, dental, vision, and life insurance
• Paid time off and sick leave
• Flexible spending account
• Uniform allowance
• On-the-job training and career growth opportunities

Elmhurst – Monday, Wednesday, Friday | Libertyville – Tuesday, Thursday