Description

JOB SUMMARY

The Front Office Associate is responsible for the general flow of patients in and out of the office which includes confirming all new patient paperwork has been completed, obtaining new insurance information, notifying providers when patients are ready for their appointments, collection for services rendered and confirming/ filling schedule.

QUALIFICATIONS

Essential Duties

• Greets patients and visitors. Inquire with each patient if there are any changes to the address, email, phone numbers and update accordingly. Also inquire if there are insurance changes.
• Verify insurance for active coverage, history and current max available.
• New Insurance plans are to be given to the OM to input into Dentrix/Eagle Soft.
• Answer telephone.
• Schedule appointments for patient care and to maximize production goals.
• Confirm hygiene appointments which have not been confirmed from the automated system. May call, email or text patients.
• Confirm all new patient paperwork has been completed online or in office. Check daily for forms completed online and obtain the patient signature at their appointment. Also, process the daily updates on the patient questionnaires that were updated by the hygienists and assistants.
• Check-out patients, this includes collecting co-pay and scheduling next-appointment.
• Serve as back up for the Treatment Plan Coordinator when needed.
• Monitor the schedule and fill schedule openings using the ASAP or Unscheduled lists and Dental Intel.
• Print current day’s schedule at the end of the day and give it to Office Manager.
• Mail: take outgoing mail to the mailbox and sort/ distribute incoming mail.
• Send cards to new patients, referrals, as well as get well/ sympathy cards. Update patient Office Journal to note that sympathy card was sent out and also create an event on the appointment book so doctors are aware of who passed away.
• Print a week of daily schedules so we have the information in the event of an emergency. Review to confirm all patient contact information is reflected on the print out.
• Contact Office Manager when any service techs, fire inspectors, etc. come into the office as they will need to be escorted through the office.
• Keep the front desk and reception areas clean, organize the magazines daily, restock the patient restroom with supplies and empty the trash.
• Keep the staff and doctors informed of any scheduling concerns.
• Scan lab slips, prescription slips and referrals.
• Archive patients as needed and track for reporting at monthly staff meeting.
• Maintains patient confidentiality and takes every precaution to secure electronic Protected Health Information (PHI) under HIPAA.
• Other related duties as assigned.

Requirements

Knowledge/Skills/Abilities

• Knowledge of English composition, grammar, spelling and punctuation.
• Skilled in the use of basic office equipment such as: telephones, calculators, copier, fax, computers and computer software (MS Excel, Word, Practice Management software).
• Ability to be professional and maintain composure when dealing with stressful situations.
• Ability to cooperatively work with the doctors, co-workers and patients and build relationships of trust.
• Maintain confidence with the patient regarding doctors and staff.
• Ability to prioritize, organize and complete tasks timely.
• Ability to accept constructive criticism.
• Ability to understand and follow written and verbal instructions.
• Ability to collect data, establish facts and maintain confidentiality.
• Ability to communicate and express thoughts and ideas clearly and competently.
• Ability to quickly grasp relevant concepts regarding duties and responsibilities.
• Greet visitors and patients professionally and courteously.

Education/ Experience

• High school diploma or equivalent
• Dental experience preferred
• Dentrix/Eaglesoft experience preferred
• Prior insurance experience preferred

Physical/ Environmental Requirements

• Must be able to lift up to 35 pounds.
• Must be able to hear staff on the phone and those who are served in-person, and speak clearly in order to communicate information to patients and staff.
• Must be able to read memos, computer screens, personnel forms and clinical and administrative documents.
• Must have high manual dexterity.
• Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn.