Front Desk Receptionist

POSITION SUMMARY
The Front Desk (FD) contributes to iSmile Orthodontics continued success by passionately executing the company’s business model; promoting the company culture, mission and values. The FDC assumes the responsibility of receiving patients to our company in person and providing a friendly, welcoming and efficient patient care. You are responsible for administering day to day activities which include, new patient intake, maintenance of patient records, scheduling, accounts receivable, presentation of financial treatment plan options, confirmation, recalls and callback systems, as well as, maintaining appearance and order of the front office.

This Job Description identifies the major responsibilities of this position, please be advised it does not include all aspects of this position such as potential duties assigned by supervisors and requirements for flexibility.

SPECIFIC RESPONSIBILTIES
Practice Support
Consistently performs specific assigned daily and general duties; meets deadlines
Meets established attendance criteria and starts work promptly
Knows and consistently implements the organizational missions and all approved policies, protocols and procedures
Regularly supports compliance and accreditation effort as assigned including, but not limited to OSHA and HIPPA
Respects and acknowledges the organization commitment to cultural diversity, which is expressed through behavior, language and actions
Consistently demonstrates good use of time and resources
Consistently interacts with the patients and staff in manner that reflects favorably on the organization and promotes teamwork
Responsible for providing a positive and professional orthodontic dental experience, welcomes and greets patients and visitors to the practice [preferably by name]
Oversee patient relations & handle patients complaints, under indirect supervision
Help explain company policy to patients
Reception Management
Manage day to day operations of the front office
Open and close office according to office protocol
Review and maintain a professional organization of the office, waiting and front desk area for a neat, professional appearance and make any necessary accommodations
Organize patient educational materials and doctor referrals
Prints Daily Appointment Report and reviews ledgers with outstanding balances
Check the daily schedule for accuracy
Answer and respond to phone calls with professionalism
Ensures that important forms, Informed Consent, Our Policies and HIPAA Privacy Notice are available and printed
Checks Voice Massages, Emails, Sesame and follow up with all messages
Manage recall, callback and inactive patient systems
Confirm the next day’s appointments according to protocol and patient preferences
Schedule patients follow up appointment for efficient use of doctor and staff time
Collect payment from patients at the time of treatment
Sends out Statements for account receivables
Receives incoming and sends outgoing mail
Make follow-up appointment as needed
Review supplies for the front desk and provide to the supply manager
Send out Daily Aging Report email
New Patient Intake
Obtain New Patient Information using NP Phone Slips
Enter patient information into Wave Ortho and OrthoFi
Required Information
Patients Name with correct spelling [No Nick Names in Wave Ortho]
Address [entire address must be written on the 1st address line in Wave Ortho]
Email [required for OrthoFi to provide patients with electronic NP Forms]
Phone Number [Required for text message appointment confirmation]
Chart ID – Member Insurance ID
Model ID – Name of Insurance
Medicaid ID – State Patients CIN Number Only
Award ID – MCO Patient Status [Pending, Approved, Denied]
Gender – Male/Female
Date of Birth
Social Security [Required to verify Insurance]
Contact Info – RESP PARTY A [Must be an Adult over the age of 18, Parent or Guardian
Primary Insurance [State INS/MCO Must have Medicaid ID to submit for ortho coverage]
Treatment Info [provide Initial Exam Date, Set Recall Dates, Enter Treatment Start Date]
General Dentist Info [Required, if none must be referred to a new DDS]
Referrer [Require, we want to know where the patient heard of us]
Check-In/Check-Out Protocol
Check in
Check-in patient according to the office protocol, verifying and updating patient information, all patient info must be in chart before any patient is checked in
Obtain and scan New Patient RESP PARTIES Identification Card, State ID, Drivers License into patient chart
Obtain and scan Insurance Cards into patient chart
Review Patient’s chart and obtain any missing information that may be missing
Review patient ledger, request payment method
Verify Insurance and review Insurance ledgers for all Insurance patients at each scheduled visit, make sure that we are receiving payment, if we a haven’t received payment in more than 3 month please make a note and notify Billing Dept. [State Insurances must be checked on ePaces, as well as, INS Portales at time of visit]
Note when State Patients are Inactive, contact RESP PARTY ONLY and inform them of INS Status or balance, contact Billing Department of status
New Patients are registered into Vistadent and Cidex
Check Out
Confirm treatment notes and with patients that all procedures have been completed
Review that we have obtained all the necessary documents needed for insurance submission
Review that we have collected and posted payments due
Print and provide patient with signed out referral letter or appointment notes if requested
Schedule follow up appointment accordingly by following scheduled template
Records Management
Create yearly records progress record alerts for all new patient starts and Continuation of care Records alerts for MCO/State Patients
Review patient chart and provide patients taking records with a records tag
Please note patients must be seen and treated by the doctor before records are taken
Insurance
Gather and accurately record insurance information
Updating insurance information on patients when a change of insurance occurs
Verifying patient insurance at each scheduled visit
Must Check Insurance Ledgers, verifying that we are receiving quarterly payments
Submit treatment plans for predetermination of benefits
Prepare claims forms for patients with dental insurance
Organize supportive materials for claim forms, such as radiographs, photos, HLD evaluations and narratives
Assist in the resolution of problems with third-party payers by communicating with the billing department
Prepare financial treatment plans and present payment options to patient who have lost insurance coverage if treatment coordinator isn’t available
EDUCATION and/or EXPERIENCE
· High School Diploma/ GED is a must
Some College Experience Preferred
· Ortho / Dental experience not required
SKILLS and ABILITIES
· Sales experience engaging directly with customers
· Someone that can motivate and excite prospective patients about their orthodontic treatment
· Excellent Customer Service Experience
· Awesome attitude with an outgoing personality!

SPANISH A BIG PLUS!!!

TRAVEL
ADDITIONAL COMPENSATION
· Bonuses
· Employee Discounts
WORK LOCATION
· One location
WHAT WE OFFER YOU
Benefits
Competitive pay and bonus structure
Health Insurance, 401k Retirement Plan
Flexible work schedule
WHY YOU WANT TO WORK WITH US
COMMUNITY-CENTERED
Our offices are positioned where they are because we LOVE those areas! Our passion is helping New Yorkers feel confident in their smile. And when we aren’t doing that, we want to help our community in any other way possible!

TOP 1% INVISALIGN PROVIDER
We are experts at what we do, and our success with Invisalign has put iSmile Orthodontics in the top 1% of all orthodontists to offer the treatment. This means you can be a part of something BIG and feel proud of the work we do together.

STRAIGHTFORWARD PRICING
Going back to caring for our community, we don’t ever want people to feel like they got “tricked” into treatments they didn’t need or couldn’t afford. We are straight forward with our patients from the beginning, even if that means we don’t always make a profit because of unforeseen circumstances.

SMILE GUARANTEE
Our team members are always proud to say they work with iSmile Orthodontics, because we provide our patients with a smile guarantee! This means, nobody leaves our office unhappy with the work they received. You can feel pride in your job, in your work, and in your community
iSmile Orthodontics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Job Type: Part-time
Salary: $17.00 - $20.00 per hour BOE
Benefits:
Employee discount
Flexible schedule
Paid time off
Schedule:
8 hour shift
Monday to Friday
Weekend availability
Supplemental pay types:
Bonus pay
Work Location:
One location
Work Remotely:
No
Work Location: One location
Job Type: Full-time
Pay: $17.00 - $20.00 per hour
Benefits:
401(k)
Health insurance
Paid time off
Experience:
Customer service: 1 year (Required)
Sales: 1 year (Preferred)
Work Location: In person