Join us and be a part of our passionate and family-oriented company culture, building community relationships with integrity and excellence as a valued member of our team, while helping to deliver unparalleled dental care for seniors and special needs populations as a premium provider of dental services in California.
Front Office Administrator/Financial Coordinator
Job Summary
This position is responsible for maintaining the appearance and order of the office. Responsible for managing a variety of financial duties, including but not limited to conducting financial consultations with patients, filing and billing dental benefit claims, managing patients billing, pre-auth, and collections and tracking the practice’s accounts receivable.
Summary of Essential Job Functions:
- Greet and welcome patients.
- Maintain a neat and orderly front office including reception area.
- Check the daily schedule and post in all treatment rooms.
- Prepare and mail thank-you notes to patients and referring practitioners.
- Ensure all compliance postings are current and easily available for patients.
- Ensure patients have updated all necessary paperwork prior to treatment.
- Manage recall system.
- Manage on-call patient list to fill no-shows and failed appointments.
- Collect payments from patients at the time of treatment.
- Schedule patient appointments.
- Ensure that patient records are accurate and complete, and that patient confidentiality is strictly maintained.
- Monitor patient referrals to other practitioners.
- Submit information for preauthorization of benefits for proposed treatment.
- Ensure that correct coding is used to designate the diagnoses and procedures performed.
- Follow up with insurance claims and delinquent accounts.
- Maintain and monitor contracts with managed care organizations.
- Provide patient education materials.
- Maintain an appropriate office environment.
- Manage patient dental benefit plan information. Verify and update benefit details offering education to patients on their dental benefits.
- Conduct financial consultations with all new and existing patients when new treatment plans are presented.
- Ensure all patients have a current financial consent form signed and financial agreement signed with each new treatment plan presented.
- Understand the practice’s policy on working with dental benefit plans and be prepared to educate patients on their dental benefits.
- Know the process of submitting claims with each dental benefit plan and submit as many claims electronically as possible.
- Oversee and track dental benefit plan accounts receivable and follow up on claims regularly to ensure timely payment.
- Manage and maintain the payment options and policies for patients to uphold the practice’s financial integrity
- Administer pre-authorizations and ensuring that they are submitted correctly and timely.
- Oversee all accounts receivable management including over the counter collections preparing statements, follow-up insurance pre-authorizations claims.
- Communicate with all outside and third-party financing companies offered to patients and educate patients on available outside financing options.
- Ensure that patient records are accurate and complete, and that patient confidentiality is strictly maintained.
- Adhere to established practice policies, protocols and goals ensuring that the practice is operating accordingly.
- Administer all duties related to properly opening and closing the practice.
- Verify the breakdown of dental benefits for all new patients prior to the new patient exam and consultation.
- Perform other tasks as assigned by the office manager and doctor(s).
- Maintain front office supplies.
- Maintain and balance petty cash supply.
- Sort, organize and distribute mail.
- Maintain an appropriate office environment (As defined in practice policy).
- Maintain regular, predictable attendance.
- Other duties as assigned.
Minimum Requirements:
- Knowledgeable in Dentrix (PMS) computer system and Microsoft.
- Strong treatment planning & presentation skills.
- Outstanding written and verbal communication skills.
- Excellent communication skills.
- Ability to perform detailed work according to established formats and protocols.
- Ability to multitask.
- Exceptional organizational skills.
- Basic accounting understanding in regard to interpreting the practice’s aging reports.
- Ability to multitask and work with interruptions.
- Ability to develop and maintain strong relationships with patients and demonstrate a friendly attitude, even while under pressure or when patients are upset.
- Ability to uphold financial policies while approaching patients in a friendly and supportive manner.
- Ability to utilize the computer, copier, credit card processing equipment, etc.
Optional Requirements
- Fluent in Spanish preferred.
- Dental experience preferred.
Dental Assistant (DA) and Registered Dental Assistant (RDA)
Job Summary
The DA or RDA works on behalf of the patient and the dentist, helping to assure a high level of professional excellence in oral health care delivery. Provide oversight, leadership and mentorship to fellow dental assistants. As a partner to the dentist and an organizer of the department, the Lead RDA supports dental care delivery by assisting in the performance of dental procedures and carrying out the day-to-day operations of the back office.
Summary of Essential Job Functions:
- Sterilize and disinfect instruments and equipment.
- Prepare treatment rooms, instruments, and tray setups for dental procedures.
- Greet and prepare patients for treatment.
- Conduct patient health screening.
- Perform diagnostic quality dental radiographic procedures.(Once trained and certified)
- Assist the dentist during examinations and treatment procedures.
- Conduct work in compliance with office policies and procedures, safety and Cal/OSHA guidelines.
- Record medical and dental histories and vital signs of patient.
- Ensure that patient records are accurate and complete, and that patient confidentiality is strictly maintained.
- Participate in the achievement of patient satisfaction and office production goals by working efficiently and providing a high level of patient service.
- Assist with other duties as directed in the attached Permitted Duties.
- Provide patient education materials.
- Maintain an appropriate office environment through cooperation and teamwork.
- Maintain regular, predictable attendance.
- Maintain an appropriate and adequate clinical supply in the dental practice while simultaneously remaining fiscally responsible by adhering to the established budget.
- Assist the dentist or other health care provider during examinations and treatment in accordance with the provisions of the Dental Practice Act.
- Support the patient by providing exceptional interpersonal and technical skills in the delivery of information and care as it relates to receiving treatment.
- Participate in the achievement of patient satisfaction and office production goals by working efficiently and providing a high level of patient service.
- Serve as an infection control officer, following infection control protocol and preparing and sterilizing instruments and equipment in compliance with office policies and procedures, safety and OSHA guidelines.
- Prepare treatment room and execute proper tray set up by following prescribed procedures and protocols.
- Maintain patient confidence and protect operations by keeping information confidential in accordance with HIPAA.
- Ensure proper operation of dental equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Conserve dental resources by using equipment and supplies as needed to accomplish job results.
- Record patient medical and dental histories, vital signs and treatment information.
- Provide postoperative instructions as prescribed and directed by the dentist or other health care provider.
- Maintain regular, predicable attendance.
Minimum Requirements:
- Current basic life support (CPR) certification.
- Radiation Safety Certificate (X-ray license).
- Two years of experience in a clinical setting.
- Proof of course completion in the California Dental Practice Act (CDPA) and Infection Control for Dental
- Assistants (8-hour) within 12 months of employment.
- Good communication skills.
- Ability to perform detailed work according to established formats and protocols.
Preferred Requirement:
- Five years of experience in a clinical setting.
- Working knowledge of Dentrix, dental software.
- Fluent in Spanish