Job Overview:
We are looking for a smart, capable person to join our amazing team as a front desk administrator/receptionist.
· Open/close dental office according to office protocols.
· Maintain inventory of office supplies and paper goods.
· Maintain a neat, professional appearance of office.
· Retrieve/open mail and deliveries and distribute to appropriate team member(s)
· Periodic local errands for the office (like going to the post office or Fed Ex) as needed.
· Answer, respond and properly route telephone calls, email and texts.
· Schedule patient appointments per office policies and our unique care model as an oral-health center; working as necessary with team members to determine priority of patient needs, provider availability and proper sequence of treatment.
· Working with the Patient Care Representative and the clinical team to proactively fill open appointment times appropriately.
· Create appointments and set up new patients in patient database (Eaglesoft).
· Print daily schedules and route sheets for the team prior to the start of each day.
· Scan appropriate documents to patient records and document with chart notes.
· Coordinate approved vacation requests on the calendar and work with Patient Care Coordinator and Clinical Team to ensure properly scheduling when team members are out.
· Greet patients and visitors to practice.
· Check in/out of patients.
· Assist with team meetings: (scan and save all team meeting minutes, agendas, and/or presentations on network and hard copy; distribute and file attendance sheet; arrange for food and beverage service when required; assist with organizing activities when required).
· Support the Patient Care Representative/Administrative Assistant and Dental Director as needed with a wide variety of administrative tasks and projects.
· Assist with the required intake paperwork for new patients and existing patients.
· Prepare and send out new patient packets, patient educational materials, follow-up letters, thank-you letters, etc. as per office protocol.
· Receive records from other dental offices, incorporate into patient records, make chart note, and update clinical team accordingly.
· Work with the Patient Care Representative to act as liaison between the office and vendors (such as cleaning company communication, uniform supplier, building management, HVAC, contractors for repairs, shredding company, etc).
· Ensure proper running/charging of electronic doorbell system.
· Assist with keeping shared drive for electronic forms organized and up to date.
· Send packing lists and invoices to the Fund Office for payment.
Securely transmit patient records to other dental offices when requested by patient
Core Competencies
· Excellent customer service and communication skills
· Ability to multi-task and understand time sensitive tasks
· Organized/process oriented
· Strong ethic with a focus on attention to detail
· Able to work well independently as well as part of a team
· Comfortable taking direction from others and working within defined parameters
· Cooperative, helpful nature with both patients and team members
· Ability to see and express potential issues or ideas, know to whom/how to escalate concerns, and propose possible solutions
· Positive, upbeat, easy-going attitude
· Flexibility – can quickly adapt to changing circumstances and directives as they arise or as needs present
· Interest in continued learning and growth
Systems Used
· Eaglesoft
· AS400 (member eligibility database)
· SolutionReach
· MS Outlook (mail and calendar)
· Office shared network
· Scanner
· Phone/voicemail
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- AD&D insurance
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Experience:
- Customer service: 2 years (Required)
- Computer skills: 2 years (Required)
Ability to Commute:
- Quincy, MA 02169 (Required)
Ability to Relocate:
- Quincy, MA 02169: Relocate before starting work (Required)
Work Location: In person