Operations Assistant

Operations Assistant

Are you a natural people-person who loves being the face and voice of an organization? Do you thrive in a fast-paced, team-first environment where your energy and attention to detail truly make a difference? The Smile Lodge is looking for an enthusiastic Operations Assistant to join our team, someone who brings warmth, organization, and genuine care to every interaction with patients and families.

Compensation: $20 per hour

About The Smile Lodge

The Smile Lodge is a growing multi-location dental group practice proudly serving more than 65,000 patient families across New York's Capital Region. We provide pediatric and orthodontic care at our Clifton Park and East Greenbush locations and believe a great patient experience begins the moment a family calls us or walks through our doors.

As an Operations Assistant, you will be the face and voice of The Smile Lodge. Whether you're answering phone calls, welcoming families, verifying insurance, or helping patients navigate their appointments, you'll play a key role in delivering the exceptional experience that defines our practice.

What You'll Do

Be the First Point of Contact

• Answer incoming phone calls with enthusiasm, professionalism, and genuine care, helping every caller feel welcomed and valued
• Utilize call scripts and communication tools to ensure a consistent patient experience
• Manage a high volume of calls while maintaining accuracy and exceptional service
• Direct patients, visitors, and callers to the appropriate team members or resources

Support Patient Scheduling & Communication

• Schedule appointments accurately while following insurance guidelines, patient due dates, and provider scheduling templates
• Communicate clearly and professionally through phone, email, documentation tools, templates, and patient notes
• Ensure all patient needs and follow-up items are properly documented and completed

Create an Outstanding Check-In Experience

• Greet patients and legal guardians with warmth and enthusiasm
• Verify and update contact information and insurance details
• Collect patient payments and assist families with payment plan arrangements when needed
• Direct families to the appropriate waiting areas
• Support relationships with vendors and visitors to the practice

Deliver Accurate and Efficient Checkouts

• Complete appointment checkouts, including claim creation, treatment review, future scheduling, and documentation
• Review treatment plans and out-of-pocket costs with patients and families
• Collect patient responsibility balances when appropriate
• Ensure accuracy through quality checks and verification processes

Support Daily Operations

• Complete daily workstation tasks and maintain accurate task logs
• Keep workspaces organized, stocked, and prepared for patients and teammates
• Assist with office projects and operational initiatives as assigned
• Support multiple workstations as needed while maintaining a positive patient experience

What We're Looking For

Required Qualifications

• Positive mindset and upbeat attitude
• Strong customer service and interpersonal skills
• Excellent written and verbal communication abilities
• Detail-oriented with a commitment to accuracy
• Strong multitasking and organizational skills
• Ability to thrive in a fast-paced environment with competing priorities
• Comfortable learning and using new technology systems, phone platforms, and software applications
• Ability to follow tasks through to completion and maintain accountability

Preferred Qualifications

• Prior customer service or front desk experience
• Previous experience in a dental, orthodontic, pediatric, healthcare, or medical office environment is a plus, but not required
• Experience handling patient scheduling, insurance verification, or payment collection is beneficial

Schedule & Travel

• Four-day work week, 10-hour shifts; typically 7:00 AM to 5:30 PM

What Success Looks Like

In this role, you'll be successful when you:

• Consistently provide an outstanding experience for patients and families
• Maintain high levels of accuracy and efficiency across all responsibilities
• Manage approximately 90 calls during a 10-hour shift while delivering exceptional service
• Complete required daily tasks and documentation on time
• Demonstrate reliability, consistency, and accountability in your work

The Smile Lodge Difference

At The Smile Lodge, our culture is built around creating meaningful experiences for patients, families, and teammates alike. We value:

• Team Impact: Supporting and encouraging one another while creating a positive, collaborative workplace
• Consistency & Reliability: Showing up every day ready to contribute and support team success
• Clear Communication: Sharing information proactively and helping ensure nothing falls through the cracks
• Patient & Family Experience: Treating every child and family with care, compassion, and respect

Why You'll Love It Here

• Be part of a mission-driven organization making a difference for children and families every day
• Join a supportive, relationship-focused culture where your contributions are recognized and valued
• Comprehensive on-the-job training with no prior dental experience required
• Opportunities for continuous learning and professional development
• Competitive compensation and benefits through our partnership programs

If you're ready to bring your energy, attention to detail, and passion for helping people to a team that truly makes a difference, we'd love to meet you. Apply today!