JOB DESCRIPTION: DENTAL OFFICE ADMINISTRATOR

Location: Jane Street Smile Centre
Job Type: Full-Time/Permanent
Reports To: Office Manager

POSITION OVERVIEW:

We are hiring a highly organized and friendly Dental Office Admin/Receptionist to join our team at One Dental. The ideal candidate will be the first point of contact for our clients and visitors, providing exceptional customer service while managing various administrative tasks. This role requires a proactive individual who can efficiently handle data entry, maintain office organization, and support the overall operations of our office.

QUALIFICATIONS:

Education:

• High School Diploma or equivalent (required).
• Post-secondary education or training in office administration, dental assisting, or a related field is an asset.

Experience:

• A minimum of 1 year of experience in a dental office/ healthcare administrative role or in a similar role is required.

SKILLS AND COMPETENCIES:

• Strong Communication Skills: Ability to interact with patients, staff, and other stakeholders in a professional and empathetic manner.
• Attention to Detail: Accuracy in managing patient records, billing, and appointments.
• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized office.
• Problem-Solving: Ability to resolve patient concerns or office issues quickly and professionally.
• Customer Service: Exceptional skills in creating positive patient experience and handling sensitive issues.
• Technical Skills: Proficiency in office software (e.g., Microsoft Office Suite) and dental management systems (e.g., Dentrix, Akitu).
• Confidentiality: Understanding and adherence to privacy laws and maintaining patient confidentiality.

Patient Care & Communication:

• Greet patients in a professional and friendly manner, providing a welcoming environment.
• Answer phone calls, emails, and online inquiries, provide information about services, answer questions, and schedule appointments.
• Manage patient intake, including updating patient records, verifying insurance, and ensuring all necessary forms are completed.
• Ensure patients’ needs are met during their visit, including offering assistance with any questions or concerns.
• Manage patient flow, ensuring appointments are kept on schedule and addressing delays or issues as needed.

Appointment Scheduling & Calendar Management:

• Schedule, confirm, and reschedule patient appointments according to availability and staff capacity.
• Remind patients of upcoming appointments via phone, email, or text.
• Coordinate with dental hygienists, dentists, and assistants to optimize the schedule for the office.
• Manage cancellations and no-shows to maintain an efficient schedule.

Insurance Verification & Billing:

• Verify patient insurance coverage and determine eligibility for treatments.
• Process and submit insurance claims, following up as necessary to ensure timely payment.
• Handle patient billing inquiries, provide statements and help to resolve any billing discrepancies.
• Maintain accurate and up-to-date financial records for patients, including payments, co-pays, and outstanding balances.

Office Administration & Operations:

• Maintain the office’s administrative systems, including patient records, medical histories, and appointment logs, ensuring confidentiality and compliance with privacy regulations (e.g., HIPAA).
• Order and manage office supplies, ensuring that the practice is well stocked with necessary materials and equipment.
• Oversee the cleanliness and organization of the office, ensuring a professional, tidy, and safe working environment.
• Manage office correspondence, including emails, patient records, and other important documentation.

Team Coordination:

• Act as a liaison between patients and dental professionals, facilitating communication and ensuring smooth interactions.
• Coordinate with dental assistants, hygienists, and the dentist to ensure that patients are seen promptly and that treatments are scheduled appropriately.
• Assist in onboarding and training new staff, ensuring they understand office policies and patient management systems.

Compliance and Health & Safety:

• Ensure that all patient records and office activities comply with applicable regulations and standards (e.g., personal health information protection).
• Follow all office protocols regarding infection control and safety procedures.
• Stay updated with local, provincial, and federal healthcare regulations as they relate to dental office operations.

Customer Service:

• Provide exceptional customer service, addressing patient concerns and ensuring satisfaction.
• Handle complaints and resolve issues professionally, ensuring that all patients feel valued and respected.
• Foster long-term relationships with patients, ensuring their comfort and continued care.

Other Duties as Assigned:

• Perform other duties as directed by the Office Manager or Dentist to ensure smooth office operations.
• Assist with marketing efforts, such as creating promotional materials, managing social media, or handling patient referrals.