Administrative Assistant

$31,200 - $37,440/Yr

West Texas Pediatric Dentistry, PLLC - Midland, TX

posted 19 days ago

Full-time - Entry Level
Midland, TX
Ambulatory Health Care Services

About the position

The Administrative Assistant at West Texas Pediatric Dentistry is a full-time role focused on providing exceptional front desk support in a dental practice. This position involves greeting patients, managing appointments, and maintaining patient records, ensuring a smooth and efficient experience for patients from check-in to check-out. The ideal candidate will possess strong communication skills and a friendly demeanor, contributing to a positive atmosphere in the practice.

Responsibilities

  • Maintain phone lines, patient scheduling, and patient management while assisting the admin team with daily duties.
  • Answer and respond to telephone calls with professionalism.
  • Check the daily schedule for accuracy and provide the schedule to the dental team as appropriate.
  • Review supplies for reception and provide orders to the business manager.
  • Open and close the dental office according to office protocol.
  • Greet and welcome patients and visitors to the practice.
  • Maintain a professional reception area/office.
  • Check in patients according to office protocol, verifying and updating health information.
  • Provide and document HIPAA Notice of Privacy Practices according to office policies and procedures.
  • Manage recall and inactive patient system.
  • Confirm upcoming appointments and schedule patients for efficient use of doctor and staff time.
  • Check patient back-up list to fill in cancellation and no-show appointment times.
  • Collect payment from patients at the time of treatment.
  • Schedule follow-up appointments as directed.
  • Gather and accurately record dental, medical, and insurance information from patients.
  • Store and handle records in compliance with legal requirements, including HIPAA regulations.
  • Manage and update patient information via electronic health record system.
  • Track cases and referrals to and from other doctors.
  • Keep patients' insurance information up to date.
  • Submit treatment plans for predetermination of benefits and prepare claim forms for patients with dental insurance.
  • Organize supporting materials for claim forms, such as radiographs or written narratives.
  • Submit claim forms from the office to dental benefits plans and assist in the resolution of problems with third-party payers.
  • Prepare and send billing statements promptly and accurately, and send overdue account letters as directed by the dentist.
  • Contact patients with accounts overdue and post checks received each day.
  • Sort, organize, and distribute mail, and coordinate and send new patient and referral thank you notes and other correspondence as directed by the dentist.
  • Monitor inventory and order dental office supplies as needed.
  • Ensure all office equipment is functioning and properly maintained; follow up on staff complaints and submit appropriate repair requests.
  • Be an active participant in team meetings and perform other tasks as assigned by the dentist.

Requirements

  • High school diploma or equivalent.
  • Bilingual English/Spanish required.
  • Office experience preferred.
  • Working knowledge of computers for word processing, scheduling, insurance claims processing, and records management.
  • Good interpersonal skills to maintain effective rapport with patients, dentists, and other staff members.
  • Effective verbal skills to communicate with patients and staff in both English and Spanish.
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