Front Office Assistant

Description

Position Summary: Kerrville Oral and Maxillofacial Surgery is a well-established oral and maxillofacial surgery practice in Kerrville, Texas, committed to delivering exceptional, patient-centered care. We're seeking a dependable, organized, and customer-focused Front Office Assistant to be the first point of contact for our patients. You'll handle scheduling, patient records, insurance verification, and payment processing while maintaining a welcoming, efficient reception area.

Requirements

• Prepare for daily consultation patients by obtaining referrals, verifying required imaging, and ensuring patients are properly entered into the system.
• Prepare for daily surgical patients by verifying treatment plans, referrals, consents, and other required documentation.
• Greet patients in a friendly, professional, and welcoming manner.
• Maintain an efficient patient check-in and waiting-room process while minimizing patient wait times.
• Verify and confirm patient appointments approximately 48 hours prior to the scheduled appointment.
• Encourage patients to complete paperwork prior to their appointment through the website, email, mail, or in person. Assist patients with forms when necessary.
• Provide patients with information regarding the office, restrooms, coffee and beverages, and other available amenities.
• Accurately enter and maintain complete patient information in the electronic medical record system.
• Follow established scheduling guidelines to maximize office efficiency.
• Manage new-patient and consultation schedules.
• Maintain and stock the coffee and beverage area and keep the front office neat and organized.
• Manage referral forms and referral documentation.
• Prepare and send referral thank-you letters and manage cancellation and no-show follow-up.
• Monitor and direct incoming office email and faxes.
• Distribute radiology and pathology reports appropriately.
• Scan and maintain patient insurance cards and documentation.
• Collect and accurately apply patient payments.
• Complete post-surgical deposit checks to verify payment accuracy.
• Schedule follow-up appointments when clinical staff are unable to do so.
• Answer incoming phone calls and direct calls appropriately.
• Manage morning and afternoon phone rollovers.
• Order and maintain office supplies.
• Complete daily daysheet correction checklists.
• Maintain and clear the referral queue.
• Follow up on unscheduled referrals according to office protocol, including three phone calls approximately three weeks apart followed by a referral letter when necessary.
• Distribute incoming mail and prepare outgoing packages as needed.
• Complete end-of-day responsibilities, including deposits, daysheets, next-day schedule review, batch-out procedures, and securing the office.
• Assist with special projects and other duties as assigned.

The Office Assistant will assist with developing and maintaining positive relationships with referring dental offices and supporting the practice's referral-based efforts.

• Communicate with and maintain regular contact with referral offices.
• Assist with implementation of marketing and referral-relations initiatives.
• Maintain accurate referral information within the practice management system.
• Monitor patient comment cards and assist with obtaining online reviews and feedback through platforms such as Google and Facebook.
• Assist with answering phones and supporting front-office operations as needed.

• Assist with planning, organizing, and coordinating referral events, continuing education programs, referral lunches, and other practice events.
• Assist with maintaining practice website and social media content as assigned.

The Office Assistant will assist with administrative and financial functions necessary to support the timely and accurate collection of practice revenue.

• Review and verify claims prior to submission, including confirming procedures performed and the accuracy of applicable codes.
• Communicate with clinical staff and providers as necessary to obtain information needed for accurate claims.
• Submit insurance claims electronically within 24-48 hours of the date of service.
• Process Explanation of Benefits (EOBs) by accurately posting insurance payments to patient accounts.
• Assist with researching and resubmitting denied claims when additional information is required.
• Follow up on open treatment plans and outstanding patient opportunities.
• Assist with daily daysheet audits and treatment‑planning…