Dental Receptionist / Patient Care Coordinator

Join the Beachwood Dental family where every role is vital and every team member is valued! We're in search of a friendly and organized front office team member to join us and help create positive experiences for our patients. We believe in fostering a culture of appreciation and teamwork, where your efforts are recognized and celebrated. Here, work isn't just about individual tasks – it's about coming together as a team to provide exceptional care and support to our patients. Be part of a supportive environment where your contributions make a real difference.

POSITION SUMMARY
Performs a variety of administrative, general reception, insurance, and data entry duties in a cheerful and efficient manner while promoting a safe environment of minimal stress, including but not limited to the following areas: public relations, practice promotion, facility utilization, and risk management.

Responsible for welcoming/dismissing patients in a warm and friendly manner. Assists the patient in scheduling any procedures or follow-up visits and provides any necessary instructions to the patient, collects co-payments, and provides a receipt for payment to patients. Answers the telephone, schedules appointments, assists with patient finances, prints and mails statements, maintains patient records, and coordinates patient flow.

Maintains patient account information, inactivating charts when necessary, routing x-rays to the doctor for review, managing re-care and reactivation, miscellaneous correspondence and public relations duties, and purging patient charts on a quarterly basis. Responsible for accurate documentation of all patient communications in the chart and Practice Management system.

PHYSICAL REQUIREMENTS
Must be able to meet the physical requirements and demands of an active position, including but not limited to: extended durations of standing, walking, stooping, bending and sitting; manual dexterity; good eye-hand coordination; visual abilities (depth perception, ocular focus, close vision, color vision, and peripheral vision), and adequate hearing to perform daily work. Must be able to adjust physically and emotionally to a spontaneous, often fast-paced and hectic environment with a calm professional demeanor.

COMPETENCIES
Exceptional patient relations skills
Ability to maintain outgoing, friendly attitude with patients and staff even under pressure
Ability to work with interruptions and to manage multiple priorities
Ability to speak, understand and write English
Knowledge of correct grammar, spelling, and punctuation
Knowledge of organizational filing procedures and systems
Proficiency in alphabetizing and filing
Ability to write legibly and work with numbers
Ability to meet deadlines
Ability to work unsupervised
Ability to perform essential duties listed in the Daily Tasks under the Completed Task inventory
SKILLS
Computer (Microsoft Word, Excel spreadsheets, dental software, Internet, and E-mail)
Business machines (fax, copier, scanner, credit card terminal, multiple phone lines)
Facilitation, problem solving, and presentation skills
Leadership (professionalism, discretion, integrity, honesty, dedication and punctual)
OFFICE PROTOCOL
(certain tasks assigned to this role are shared with Financial Coordinator, Treatment Coordinator or Practice Administrator or are assigned as back-up duty)
Opens front office on time according to front office procedures and protocol
Answers the telephone per the Telephone Skills Protocol – First Voice on the Phone
Checks voicemails and answer incoming calls
Checks all emails at onset of the day and every 2-3 hours
Checks in patients and greet by name, alert staff of arrival
Turns on the voicemail system at closing
Backs up computer system
Closes the front office according to office procedures and protocol
Informs Practice Administrator of any non-functioning equipment
Informs Practice Administrator of any office supplies needs always keeping low costs in mind
RECORDS MANAGEMENT
Gathers, update and maintain patient contact and insurance information
Documents all New Patient referral sources and emails
Scans all pertinent patient documentation
Prepares patient info and records (xrays) for next day’s appointments by importing and/or scanning into patient’s electronic chart
Assists with all insurance claims, questions and follow-up when needed
SCHEDULING MANAGEMENT
Greets and welcomes patients and visitors using office protocol
Stands to greet New Patients, using eye-contact and office protocol for check-in
Confirms all unconfirmed appointments 48 hours in advance
Optimizes utilization of patient communication system (Opera DDS) for new and existing patients
Ensures welcome registration and link is sent out to all new patients prior to appointment
Verifies insurance for the next day and 2 days ahead for new patients
Completes the New Patient Intake as coached to encourage new patient to keep appointment
Checks in all patients using office protocol and announces arrival
Coordinates patient flow with Assistants
Ensures medical history forms and HIPAA forms have been updated by patients
Keeps reception area tidy, organized and stocked
Prepares and mails out or emails all thank you cards/new patient letters
Is responsible for Recall System and manages reactivation of overdue patients
Follows up on no shows and cancellations the same day and any additional follow up
Updates ASAP Lists
Is responsible for filling the hygiene schedules and keeping them filled to assist in exceeding goals
Makes calls and send letters to reactivate patients
Contacts new patients not scheduled in hygiene
Collects payments at front desk as a back-up
Ensures next appointment for re-care and if needed, appointment with the doctor is reserved
Posts checks as a back-up
Follows up with Practice Administrator on any patient concerns and/or complaints
Provides progress reporting and data monthly
Pay: $18.00 - $24.00 per hour
Expected hours: 40.0 per week
Benefits:
401(k)
401(k) matching
Employee discount
Paid time off
Paid training
Uniform allowance
Work Location: In person