Dental Office Host and Marketing Assistant

Galan Dental

San Jose, California

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JOB DETAILS

SKILLS

Administrative Skills, Billing, Brand Marketing (Branding), Brochures, Clinical Study Publications, Communication Skills, Community Health, Customer Support/Service, Flyers, HIPAA (Health Insurance Portability and Accountability Act), Insurance, Interpersonal Skills, Inventory Management, Lift/Move 20 Pounds, Marketing, Medical Records, Medicine, Merchandising, Microsoft Office, Multitasking, Onboarding, Online Reputation Management (ORM), Organizational Skills, Practice Management Software, Presentation/Verbal Skills, Retirement Plan, Schedule Development, Social Media, Telephone Skills, Writing Skills

LOCATION

San Jose, California

POSTED

30+ days ago

Key Responsibilities:

Patient and Office Hospitality:

Greet all patients and visitors warmly and promptly upon arrival, managing the patient flow in the waiting area.
Ensure the reception and waiting areas are consistently tidy, comfortable, and well-stocked with relevant literature or amenities.
Manage incoming and outgoing communications, including answering phones, routing calls, and responding to general inquiries with professionalism and helpfulness.
Anticipate and address patient needs, offering assistance with forms, insurance inquiries, or transportation, as necessary.
Coordinate refreshments or other amenities for patients waiting for extended periods.
Manage and update patient records, ensuring accuracy and confidentiality (HIPAA compliance).
Process payments, handle billing inquiries, and schedule follow-up appointments.

Marketing and Practice Promotion:

Social Media Support: Assist in gathering content (with patient consent) such as photos or testimonials and coordinate with the Practice Manager or designated marketing personnel to maintain and improve the practice’s social media presence (e.g., posting pre-approved content, monitoring comments).
Patient Referral Program: Actively promote the patient referral program, tracking referrals and ensuring follow-up with both the referring and new patient.
In-Office Merchandising: Ensure marketing materials (brochures, seasonal promotions, service flyers) are attractively displayed, current, and accessible to patients.
Online Reputation Management: Monitor and alert management to new patient reviews on platforms like Google, Yelp, or social media; assist in preparing and tracking appropriate responses.
Community Outreach: Participate in planning and executing local community events, health fairs, or practice open houses to increase brand awareness.
New Patient Welcome: Develop and implement a standardized, high-quality onboarding and follow-up communication sequence for all new patients to maximize retention.

Administrative Support:

Manage the appointment schedule efficiently, confirming appointments and minimizing no-shows and scheduling gaps.
Verify patient insurance eligibility and coverage prior to appointments.
Assist in maintaining inventory of office supplies and promotional materials.
Prepare and organize necessary documentation for the clinical team before patient appointments.
Perform end-of-day administrative closing duties.

Qualifications:

Education: High school diploma or equivalent required; Associate's degree or higher preferred.
Experience: Minimum of 1-2 years of experience in a customer service, hospitality, or administrative role; experience in a dental or medical setting is a plus.
Skills:
- Exceptional interpersonal and communication skills (verbal and written).
- Proficiency in standard office software (Microsoft Office/Google Workspace) and comfort learning dental practice management software (e.g., Dentrix, Open Dental).
- Familiarity with basic social media platforms and online review sites.
- Strong organizational skills and ability to manage multiple tasks simultaneously.
- A proactive, professional, and empathetic demeanor.

Physical Requirements:

Ability to sit or stand for extended periods.
Ability to lift up to 20 pounds (e.g., boxes of supplies or marketing materials).
Ability to drive to and from events

Benefits:

IRA Retirement plan.
Employee Discount.
Dental Benefits.
Paid time off.

Setting:

Dental.

Schedule:

Monday and Thursday 9am-6pm and Friday 8:45am-4pm ( may add more days later)

Benefit Conditions:

90 days waiting period.

Work Remotely:

Company's website:

www.Galandental.com

Dental Office Host and Marketing Assistant

Galan Dental

San Jose, California

About the Company

Galan Dental

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