Office Administrator

Position Summary

The Office Administrator supports the Doctor in managing operations of a highly successful pediatric dental practice. The Office Administrator will be responsible for ensuring delivery of outstanding patient/family experiences, high staff member satisfaction, efficient office operations and the financial and operational success of the practice

Position Outcomes

  • Lives the Purpose and Mission of FID
  • Meets all operational and financial goals of the office
  • Helps to deliver a positive patient experience
  • Compliant with OSHA/HIPAA
  • Executes an efficient schedule and office workflow
  • Effective financial presentations
  • Leads a high performing and cohesive team

Essential Functions

  • Answers phone calls and distributes them as necessary or assists party on the line to schedule appointments
  • Require familiarity with the administrative manual, scheduling software, and all functions relating to the administrative position
  • Greets patients in a pleasant manner verifying and/or updating demographics and insurance information
  • Checks out patients, schedules follow up appointments and completes needs of patient/parent and Doctor
  • Scheduling of new patients in a timely, accurate, accommodating, and friendly manner
  • Collect and post patient co-payments and/or appointment payment amounts as noted in computer system per financial/treatment coordinator
  • Generation of Real-Time estimates and coordination of financial agreements for families
  • Check Medical Assistance Eligibility
  • Must be able to complete daily deposit/deposit edge/excel spread sheet for accounts receivable
  • Basic knowledge of the scheduling software Softdent
  • Ability and knowledge to receive, disperse, and send back interoffice boxes and envelopes.
  • Approve appropriate staff time cards and PTO requests.
  • Provide work direction with clear responsibility for the coordination of resources to effectively support the day-to-day operations, ensuring a smooth flow of patients through the clinic
  • Oversee the staff activities to provide a consistent patient experience.
  • Assist or direct patient concerns, complaints and issues to the appropriate department.
  • Oversee staff schedules and work with the schedule coordinators to ensure efficient workflow.
  • Proactively determines staffing needs and works with the HR Coordinator for recruitment
    • Work with the HR Coordinator to interview and onboard/off-board staff members
  • Coordinate the needs of the doctors and serve as liaison between doctors and support staff to mediate and resolve any issues as necessary
  • Handles parent complaints and escalates to Clinical Director if needed
  • Has a pulse on all staff member dynamics
  • Works with the Doctor for any performance improvement discussions and provides yearly reviews to each staff member
  • Works with Ortho Coordinator on any patient crossovers, referrals, or staffing needs if applicable
  • Works with Ortho Team Leader to coordinate staffing, training, and patient care needs.
  • Relays any clinical staff concerns to the Doctor
    • Acts as a communication channel for all clinical staff

Key Competencies

  • Ability to connect with parents and staff members
  • Professional, high-energy attitude
  • Proactive- takes initiative
  • Attention to detail
  • Takes ownership in office success
  • Computer literate
  • Hands-on/Supportive leadership
  • Ability to hire and develop a high performing team
  • Organization and planning skills
  • Effective change manager
  • Ability to multi-task in a fast-paced environment

Experience and Qualifications

  • High school diploma
  • Previous dental office management experience preferred
  • Proficient computer and data entry skills
  • Strong customer service skills and commitment to patient/parent satisfaction
  • Excellent oral and written communication skills
  • The ability to communicate with parents and co-workers in a responsible friendly manner.
  • Ability to maintain patient confidentiality and be familiar with HIPAA laws and regulations

Working Conditions

Will be responsible for working in a dynamic environment with a fully equipped and well-lit office. May be required to stand for extended periods of time. Frequent/Occasional lifting of 10-50 pounds. A need to travel via automobile to the satellite office locations may be required regularly. Although overtime is discouraged, you may be required to work longer hours than the average 40-hour workweek to meet deadlines and the needs of the office.

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