Dental Receptionist

Job Description:  Receptionist

Company:

Circle 32 Dental 

Website:

www.Circle32Dental.com

Position:

Receptionist

Reports To:

Office Manager

Job Type:

Part-time

Location:

In person. Austin, TX 78726 (Required)

Our clinic is looking for a skilled Receptionist to join our team. We are seeking a highly motivated individual who is passionate about providing quality dental care to join our team. 

If you are a team player, have open communication, are kind and reliable, this just might be for you! We are looking for a self-starter and someone who is well organized. We need someone who can provide excellent patient experiences. We are a privately owned clinic, so no corporate environment. 

Primary Responsibilities:

Responsible for administering the day-to-day activities of the dental front desk and office, including but not limited to: schedule of the dental office, maintenance of the records of patients, scheduling of patients, accounts receivable, maintaining appearance and order of dental office, and recall/recare system. To ensure patients get schedule appropriately, making sure the schedule stays productive, filling any openings in the schedule, confirming patients to make sure they arrive, etc. Also responsible for making sure other employees that add or edit the schedule are trained and follow scheduling policy. May also be required to assist with general front office duties. 

Details:

Job Types: Part-time

Pay: $17.00 - $22.00 per hour

Benefits:

• Dental insurance
• Employee discount
• On-the-job training

Schedule:

• Every Monday, Tuesday

Ability to Commute:

• Austin, TX 78726 (Required)

Ability to Relocate:

• Austin, TX 78726: Relocate before starting work (Required)

Work Location: In person

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 the appropriate message is on the 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
• 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 doctor charts for treatment plans, treatment conferences, letters and phone calls
• Manage recall and inactive patient system. Maintain the recall system. Run reports, send recall cards and make calls as needed. Send letters to inactive patients.
• 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
• Record chart entries from phone or in-person conversations when appropriate
• 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
• Schedule patient for treatment at the appropriate time after the specialist/general dentist has completed treatment
• Take phone calls from patients or specialists/general dentists who have questions about treatment

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
• Make sure all consents are signed and dated before procedures.

Schedule Management

• Maintain Doctor schedule by monitoring schedule, making and confirming appointments through client recall system
• Manage the schedule so the office runs optimally and efficiently so that each patient receives the highest quality of dental care
• Confirm the next day’s appointments according to protocol and patient preferences
• Schedule patients for efficient use of doctor and staff time
• Check patient quick-fill list to try to fill in cancellation and no-show appointment times
• Review schedule daily, weekly, and monthly. Make sure that production block scheduling is being utilized

Insurance

• 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
• Greeting patients, answering telephones, scheduling, and confirming appointments
• Entering patient information into the dental office systems
• Insurance verification, assist new patients in filling out the registration form
• Collects payments from patients on a daily basis.
• Maintains confidentiality of all information.
• Completes work within authorized time to assure compliance with departmental standards.
• Demonstrates knowledge of, and supports, organization mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior

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 continuing care notices as directed by office manager
• Prepare and send out other necessary correspondence as directed by office manager
• Prepare and send out new patient and referral thank-you letters as directed by office manager

Personnel Requirements

Education/Experience

• Legible handwriting for communications
• 1-year minimum office experience desired. 
• Clinic experience is a plus
• Knowledge of dental procedures and terminology is a plus 
• Familiarity with Open dental is a plus
• Bilingual is a plus 

Interpersonal

• Excellent verbal communication skills for patient education and interaction
• Good interpersonal skills to maintain effective rapport with patients, dentists, other staff members and community 
• Customer service or patient relations experience
• Strong attention to detail and ability to accurately document medical information
• Ability to multitask
• Able to adapt to office policy improvements (office is constantly striving for improved customer care/service) 
• Team player
• Quick response/accurate data entry 
• Communicate all concerns to Office Manager
• Must be personable, punctual and have the ability to handle a busy dental office

We are looking for someone to join our great patient-focused team, so if you like working with people and feel you have these skills, please submit resume with reason why you would be a great fit for this position in your cover letter or email.