What are the responsibilities and job description for the Business Assistant position at David E Thome DDS PLLC?
The main responsibilities of the Business Assistant include implementing systems in their office to maximize functionality and quality of care while maintaining the highest standard of patient care through leadership and collaboration. Partnering with your Business Leader or Regional will allow for effective systems and processes that in turn fosters relationships, team building and deliver long-term growth.
PARTNERSHIP: · Continually build and nurture a positive working relationship with the doctor(s); organize monthly meetings to facilitate the resolutions of concerns. · Collaborate with other BA’s or BL’s for growth and development. LEADERSHIP: · “Business Owner Mindset.” Understand the business responsibilities and key performance metrics for successfully managing a practice; forecast results; ensure all budget and production expectations are met or exceeded, and financial data and records are balanced; assist with passing all financial audits. · Provide the highest standard of customer service to uphold our mission to C. A. R. E. · Exhibit outstanding customer service with patients; assist doctor in the timely and successful resolution of the non-clinical aspects of patient complaints, concerns, and questions. · Daily morning huddles. Have the knowledge to lead morning huddles or assist the BL. Business assistants should attend all morning huddles. · Hold or assist with monthly practice team meetings with an agenda and sign-in sheet (send your director a calendar invites for awareness) · Serve as a communication hub between all support office departments and your practice. Foster continual development through feedback and leadership activities.
REVENUE CYCLE MANAGEMENT · Claim Submission · Ensure that insurance claims are created DAILY for each insured patient, and submitting those claims to the carrier Claim Status and Adjudication · Follow-up on claims 20-40 days from the date of service and that need additional information from the practice. Notate all findings in proper location. See SOP for more details. · End of Day: See SOP INSURANCE PAYMENT: · Separate, scan in EOB, place in correct folder on the P drive, and deposit checks. See Daily Deposit instructions for exact details.
INSURANCE VERIFICATION: · It is the responsibility of the BL to ensure the proper steps outlined in the IV SOP are followed. HUMAN RESOURCES: · Accurate staffing to align with labor goals · Hiring: Refer to the recruiting SOP. · Assist in proper training of new PSRs MARKETING: · Be the marketing liaison. · Partner with the marketing team to determine the best ROI for the budget. See handout regarding Marketing guidelines. PERFORMANCE MANAGMENT: · Document coaching conversations or utilize a written action plan prior to Correction (unless immediate termination warranted as defined in handbook) · Send an email to HR and your Director when changes are needed (name changes, position changes, transfers, etc.) · Ensure PTO is requested via a calendar invite to your director, once accepted the BL can put the request in ADP. · Assist in managing employee hours and schedule to avoid overtime. Overtime should only be allowed in rare circumstances. · Ensure enough notice is given for PTO requests to have coverage plans made. · Communicate to your Director/Business Leader when a wage increase is requested by the employee. GENERAL OFFICE: · Phone Coverage- Ensure the practice has in-house phone coverage during working hours, regardless of patient hours. · Working hours are Monday-Thursday 8-5 and Friday 8-2. 40 hours per week. · Bonus/Incentives – Update team members on the bonus program, monthly progress, and ensure their understanding of these. · Performance – Ensure perfect patient experience is executed daily. Monitor case acceptance daily and ensure financial arrangements with families are your priority. · Ensure team members clean practice regularly by creating a cleaning schedule. · Follow OSHA guidelines and company policies. Assign OSHA Officer for your practice and follow OSHA handbook. · Ensure that CPR certificates are up to date and request bi-annual team training when due. · Ensure updated doctor licenses are on display. · Service Tickets – Utilize the support email for IT issues:
o Urgent matters should be communicated to the IT team and your director immediately for escalation. IT (computer or phone issues) o Equipment Requests (See SOP) o Facility and repair issues (See SOP) ORDERING/SPENDING: · Utilize the guidelines defined in the Practice Expense Card SOP for employee recognition (birthdays, anniversaries, etc.) · Utilize Patterson Dental twice a month to order your dental supplies. · Utilize Amazon twice a month to order your office supplies. ATTENDANCE: · Follow company guidelines for attendance and punctuality. · Business Assistant should call in to their director/Business Leader in a timely manner for any absences, tardiness, early departures. Please see Employee handbook. · Informs the director of upcoming absences followed by a calendar reminder (on Teams).
The above cited duties and responsibilities describe the general nature and level of work performed by people assigned to job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience Requirements · High School diploma or GED certificate · Minimum of 2 years in a dental or medical office.
Knowledge, Skills, and Abilities · Ability to teach and direct others with positivity and encouragement · Strong analytical, critical thinking, and problem-solving skills · Ability to quickly learn and adapt to new technologies, processes, and ideas · Excellent interpersonal, organizational, verbal and written communication skills · Business attire dress code