What are the responsibilities and job description for the Front Office Receptionist position at 918 Dentist?
– Glenpool, OK –
Primary Responsibilities
Responsible for administering the day-to-day activities of the dental front desk and office, including but not limited to: maintenance of the records of patients, scheduling of patients, accounts receivable, maintaining appearance and order of dental office, and recall/recare system. May also be required to assist with general front office duties.
Specific Duties
Reception Management
- Manage day-to-day operations of dental office
- Open and close dental office according to office protocol
- Review the office for a neat, professional appearance and make necessary changes
- Check the daily schedule for accuracy and post it in all treatment rooms
- Answer and respond to telephone calls with professionalism
- See that the phone is answered before the third ring at all times. Collect and respond to messages left on the answering machine. Make sure appropriate message is on machine, example: lunch, staff meeting, holiday etc.
- Manage the answering machine daily. Assure that the message is context appropriate
- Review supplies for reception and provide order to office manager according to office protocol
- Ensure that HIPAA Notice of Privacy Practices Notice is on display
- Monitor the condition of the patient bathroom. Check at least twice daily and correct any cleanliness issues.
Patient Management
- Maintain a professional reception area; organize patient education materials, etc.
- Greet and welcome patients and visitors to the practice
- Check-in patients according to office protocol, verifying and updating patient information Manage recall and inactive patient system
- Oversee patient relations & handle patient complaints, according to office protocol
- Help explain office policy to patients
- Confirm the next day’s appointments according to protocol and patient preferences
- Make follow-up appointments as needed
- Be familiar with the office financial policy and be capable of attending a treatment conference and making a financial arrangement with a patient according to office financial policy
- Send welcome letters to new patients. Send thank you cards, coffee mugs or letters to referral sources.
- Send sympathy or congratulatory cards to patients of the office, as appropriate
Records Management
- Gather and accurately record insurance information from patients
- Record chart entries from phone or in-person conversations when appropriate
- See that records are stored securely and handled in compliance with HIPAA privacy and security regulations
- Assure that every patient’s HIPAA forms and consent forms are signed and up to date.
- Accurately file patient information
- Arrange patient charts and radiographs for the next day’s appointments
- Track cases and referrals to and from other doctors
Insurance
- Help to update insurance information on all patients at all times
- Organize supporting materials for claim forms, such as radiographs or written narratives, as directed by doctor
Inventory Management
- Monitor inventory and order dental office supplies as needed
- Monitor and make sure all dental office equipment is working properly
Office Participation
- Be an active participant in staff meetings
- Perform other tasks as assigned by office manager
Correspondence
- Sort, organize, and distribute mail
- Prepare and send out new patient and referral thank-you letters as directed by office manager
- Prepare and send out continuing care notices as directed by office manager
- Prepare and send out other necessary correspondence as directed by office manager
Personnel Requirements
Education/Experience
- High school diploma
- Legible handwriting for communications
- Knowledge of Dental Software a plus
- Office experience desired
Interpersonal
- Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community
- Effective verbal skills to communicate with patients and staff
- Team player
- Able to adapt to office policy improvements (office is constantly striving for improved customer care/service)
- Conflict resolution experience
- Customer service or patient relations experience
- Quick response/accurate data entry
- Communicate all concerns to Office Manager
