Job Title: Dental Office Administrator

Reports to: Chief Operating Officer

Job Status: Full Time

St Ann Center for Intergenerational Care
We are a nonprofit organization that provides community-based health and educational services for children and frail adults and to serve as a resource and support for caregivers. The Center, sponsored by the Sisters of St. Francis of Assisi, reflects Franciscan values in meeting the spiritual, psychological, social, and physical needs of all who participate, regardless of faith, culture, or ability to pay.
 

Duties and Responsibilities:

• Patient Experience & Front Desk Operations

• Serve as the primary patient contact; manage check-in/check-out and ensure a welcoming, professional experience at every visit.
• Schedule new patients, follow up on unscheduled treatment, and send appointment reminders for dental and therapy visits.
• Coordinate surgery appointments, arrange history & physicals with the surgery department, and distribute welcome packets and physician referral forms.
• Answer and route all incoming calls promptly, maintaining professionalism in every interaction.
• Keep the front office and patient lobby clean, organized, and compliant with infection control and COVID-19 protocols.

• Patient Records & HIPAA Compliance

• Maintain accurate patient records in Dentrix — scheduling, clinical documentation, and billing — with strict attention to data integrity.
• Ensure the HIPAA Notice of Privacy Practices is provided, signed, and documented for all patients.
• Oversee secure storage, maintenance, and backup of all practice data per HIPAA regulations.

• Billing, Insurance & Revenue Cycle Management

• Manage the full revenue cycle: claim submission, insurance payment posting, denial management, prior authorizations, and follow-up on outstanding balances.
• Prepare billing statements, ensure coding accuracy, and manage forward portal processes to support financial performance.
• Review treatment financial plans with patients, establish financial agreements, and handle sensitive outreach on unpaid balances.
• Credential providers with insurance networks and keep profiles, licenses, and certifications current.

• Clinic Operations & Administrative Leadership

• Optimize provider schedules to maximize clinical utilization and maintain full daily capacity.
• Lead staff training and development, ensuring the team is current on clinic protocols and best practices.
• Address clinical and operational issues promptly; troubleshoot equipment, coordinate repairs, and sustain an efficient workflow.
• Manage office supply inventory, compile grant-related reports, and lead marketing and community outreach efforts aligned with the clinic's mission.
• Perform additional duties as assigned in support of clinic and leadership priorities.

Skills/abilities

• Proficiency in Dentrix, including scheduling, billing entries, documentation, and patient record management
• Strong understanding of dental and medical terminology and familiarity with clinical workflows
• Excellent communication skills, with the ability to interact professionally with patients, staff, and external partners
• Demonstrated management abilities, including staff coordination, training, and workflow oversight

Qualifications/Requirements

• Shall be at least 21 years of age
• Associate Degree in Business, Health Care Administration or related field
• 2 years of experience managing a dental/medical clinic
• Demonstrated proficiency in MS Outlook, Excel, Word, and PowerPoint

St. Ann Center for Intergenerational Care is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.