Assistant Office Manager

Job Purpose:

This position acts as an active member of the front office team and is responsible for providing support to patients and other office team members using excellent customer service and communication skills.

Duties and Responsibilities:

• Work collaboratively with the Office Manager to ensure all patients are provided with prompt, quality customer service.
• Follow all Accounts Receivables policies.
• Offer patients alternate means of payment, e.g. third-party financing.
• Provide effective customer service skills via in-person, telephone and email, as needed.
• Build a productive appointment schedule and ensure patients are re-appointed prior to leaving and/or if patients cancel existing appointments.
• Explain treatment plans to patients when necessary.
• In Office Manager’s absence, ensure daily deposits are completed on time and with accuracy, and maintain control of petty cash for the office.
• Use effective communication ensuring cooperation between the front office team and back office team (including reading and responding to email, filtering down newsletters and announcements, policy updates, correspondence, training, meeting and webinar information, and appropriate data).
• Respond to all patients (general dentistry and specialty) and manage patient complaints in a timely and professional manner.
• Ensure timeliness and accuracy of online and paper documents and forms.
• Ensure team safety and workers’ compensation claims are reported timely and accurately, and post-accident investigation is completed; ensure team completes annual Bloodborne Pathogens training via Coast Dental’s online training portal; ensure Safety Data Sheets (SDSs) for each location are accurate and posted on Coast Dental’s online Document Library; track, exchange and review office radiation/dosimeter badges.
• Complete insurance verifications two (2) business days prior to patients’ visits to determine coverage and benefit limits; link insurance in EagleSoft appropriately.
• Complete the walkout (billing) process with each patient by reviewing charts to ensure that all information and procedures are properly documented and match the routing slip that the Doctor has submitted.
• Complete the End-of-Day process, including insurance claims submissions and pre- determinations/pre-authorizations, as directed by the Office Manager.
• Participate in morning huddles, chart reviews and routine office meetings.
• Participate in office checklist duties as assigned.
• All other duties and responsibilities as assigned.

Additional Responsibilities:

• Basic clerical and administrative skills.
• Effective communication; demonstrates professional and courteous phone etiquette.
• Working knowledge of online search engines, e.g. Microsoft Edge, Chrome, etc. required. Experience with dental practice management software, such as EagleSoft, preferred.
• Basic knowledge of insurance processes and dental terminology preferred.
• Effective time management skills with the ability to manage multiple tasks and priorities.
• Positive attitude (motivation, team player).
• Appearance (professional, clean, neat, meets company standards).

• Associate degree in business, or equivalent, and two years working experience preferred.
• Has a working knowledge of front and back office healthcare operations.
• Prior management experience a plus.