Front Office Assistant

Job Description

Job Description

Description:

Front Office Assistant

Position Type: Full-Time | Work Location: In-Person

Overview

Do you consider yourself to have excellent customer service and people skills? Are you upbeat and the type of person to stay calm in stressful situations? Then you may be just the right person to join our team! We are a small and close-knit team of people who enjoy working together and achieving the satisfaction of helping people improve their smiles every day. Our front desk coordinator is a critical part of ensuring a great atmosphere for the team, our patients, and their families. As both the first and last person to connect with patients, one must maintain constant professionalism and a friendly demeanor.

Requirements:

Primary Responsibilities

Patient Check-In & Scheduling
• Warmly greet and check in patients, parents, and guardians upon arrival.
• Coordinate all scheduling and confirming patient appointments.
• Communicate appointment expectations, preparation instructions, and office policies clearly to patients and families.
• Assist in managing orthodontic scheduling templates to maximize provider efficiency and chair utilization.

Front Desk Operations
• Answer and route incoming calls in a professional, courteous, and timely manner.
• Respond to patient inquiries regarding appointments, treatment progress, and office policies.
• Ensure all required patient paperwork, consent forms, and health history documentation are completed accurately.
• Maintain a clean, organized, and professional reception area.
• Support patient recall efforts and appointment reminders to reduce scheduling gaps and no-shows.

Administrative Support
• Accurately enter patient demographics, treatment notes, and account updates into the practice management system.
• Scan, file, and organize patient documentation in compliance with HIPAA regulations.
• Support clinical and administrative teams in maintaining smooth patient flow throughout the day.
• Assist with maintaining office supplies and front office inventory as needed.

Financial Duties
• Collect accurate and detailed dental insurance information.
• Partner with financial coordinators to support claims processing and insurance payment posting accuracy.
• Collect installment payments as needed.

Qualifications

Education & Experience
• High school diploma or equivalent required
• At least 1 year of customer service preferred

Technical Skills
• Proficiency in Windows operating systems and advanced PC navigation required.
• Microsoft Office Suite skills (Word, Excel, Outlook).
• Strong data entry accuracy and attention to detail.

Soft Skills
• Excellent interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced, patient-facing environment.
• Professional demeanor with strong communication skills.
• Bilingual skills are a plus.

This is a full-time position (approx 4 days/week, 35-40 hours per week). Benefits include paid time off, holiday pay, retirement funding, health insurance reimbursement, bonuses, and opportunities for growth. Previous dental or orthodontic experience is not required, as we are serious about finding the right fit for our team and will be happy to train you on skills necessary to excel.

Benefits

· Employee discount

· Health insurance reimbursement

· Paid time off

· Retirement plan

Schedule

· 10-hour shift

· 4x10

· No nights

· No weekends