Business Office Assistant, Orthodontics

Position Summary The Business Office Assistant performs business office duties, including greeting and assisting patients, checking patients in and out using management software, answering multi-line telephone systems, scheduling and confirming appointments by phone or online, and maintaining patient charts and correspondence. This role builds positive relationships with patients by communicating information efficiently, effectively, and courteously while providing a welcoming and professional patient experience.

Essential Functions To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

Answer telephones and direct calls to the appropriate staff member while following company guidelines and established communication protocols.

Schedule and confirm patient appointments.

Receive and route messages or documents, such as laboratory cases and faxes, to the appropriate staff.

Verify patients’ dental insurance coverage and complete the required insurance verification forms.

Collect patient payments in person and over the phone.

Maintain medical records and correspondence files.

Operate office equipment, including multi-line phone system, copiers, printers, and scanners.

Balance daily financial and patient records and assist with closing the office.

Perform clerical and administrative functions, including maintaining office supplies.

Stock office forms and ensure all forms are current, accurate, and professionally presented.

Assist with opening the office as needed.

Utilize effective conflict resolution and problem-solving skills to address interpersonal conflicts and patient concerns.

Treat patients, visitors, and co-workers with respect, courtesy, and professionalism.

Comply with all Dental Depot policies and procedures as well as OSHA and HIPAA regulations.

Maintain regular and reliable attendance.

Position may be required to relocate to other Dental Depot clinics either permanently or on a short-term basis due to office needs, on a as needed basis at the discretion of Management.

Performs other duties and responsibilities as assigned by supervisors or management to support the needs of the office.

Position Qualifications

Education:

High School Graduate or General Education Degree (GED):

Required Experience:

No prior experience necessary

Certifications & Licenses:

None Computer

Skills:

Dental software experience is preferred, with familiarity in Dolphin considered a plus but not required. A working knowledge of Microsoft Office products, including Word, Excel, Outlook, and Teams, is also preferred but not required.

Other Requirements:

Must have a valid driver's license, proof of valid vehicle insurance and must have annual Motor Vehicle Record Check, as a condition of employment since employee operates Company owned vehicles or drives their own personal vehicle for company business purposes. Understands dental insurance benefits, Medicaid coverage, secondary insurance, and coordination of benefits. Proficient in using a 10-key or calculator and possesses a general understanding of Current Dental Terminology (CDT) codes.

Skills & Abilities Accuracy - ability to perform work accurately and thoroughly.

Analytical Skill – ability to use thinking and reasoning to solve a problem.

Business Acumen – ability to understand business concepts and issues.

Communication Oral – ability to communicate effectively with others using the spoken word.

Communication Written – ability to communicate in writing clearly and concisely.

Detail Oriented – ability to pay attention to minute details of a project or task.

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