Office Receptionist / Patient Coordinator

Remote Dental Receptionist / Patient Coordinator Employment Type: Full-time (40–45 hours/week) Work Model: Remote Work Hours: US Central Standard Time (CST) alignment (Monday–Thursday: 8:00 AM – 5:00 PM CST; Friday: Half-day or Full-day coverage) Role Overview We are seeking a warm, empathetic, and professional Remote Dental Receptionist / Patient Coordinator to serve as the primary voice and front-line representative for a premier dental implant practice. In this seat, you will build immediate rapport with incoming patients, address anxiety around complex procedures, and manage calendar scheduling across specialized services—including hygiene visits, consultations, dental implants, full-arch restorations, and emergency care. Utilizing Open Dental software, you will maintain patient appointment books, adhere strictly to HIPAA privacy regulations, and potentially greet walk-in patients via an in-office virtual front desk display (Zoom) to ensure a high-touch, seamless patient experience. Key Responsibilities 1. Inbound Patient Calls & Appointment Management Call Handling & Engagement: Answer inbound calls from prospective and existing patients with warmth, professionalism, and high emotional intelligence. Open Dental Scheduling: Book, confirm, and reschedule patient appointments across hygiene routines, consultations, surgical procedures, and emergency visits using Open Dental. Patient Reassurance & Promotion: Ease dental anxiety by answering non-clinical questions, explaining practice workflows, and highlighting the gentle care approach and credentials of the clinical team. 2. Virtual Reception & Practice Operations Virtual Front Desk (As Needed): Interactively check in walk-in clinic patients live via a dedicated, counter-mounted video interface (Zoom) to verify arrival details and notify clinical staff. Patient Communication: Execute automated and manual appointment reminder cadences via phone, text, and email to maintain optimal appointment show-up rates. 3. HIPAA Compliance & Administrative Hygiene PHI Protection: Maintain strict patient confidentiality standards in full compliance with HIPAA regulations across all communications, digital records, and schedule notes. Database Accuracy: Input and verify patient demographic information, medical histories, and contact records inside Open Dental with high accuracy. Required Skills & Qualifications Dental Office Administration: 2–3+ years of direct experience working in an administrative, reception, or patient coordination role within a dental practice setting. Dental Software Mastery: Hands-on experience navigating Open Dental software (or equivalent dental practice management platforms like Dentrix or Eaglesoft). Communication & Empathy: Outstanding spoken and written English fluency with a warm, reassuring telephone manner capable of de-escalating patient anxiety. HIPAA Discipline: Thorough knowledge of HIPAA rules and patient health information (PHI) compliance requirements within a remote environment. Technical Workspace Setup: Dedicated, quiet, and private home office workspace equipped with high-speed internet, a noise-canceling USB headset, and HIPAA-secure hardware. Preferred Qualifications Bilingual Capability: Conversational or fluent Spanish language skills (strongly preferred to support the local Texas patient demographic). Insurance & Billing Knowledge: Prior experience with dental insurance verification, pre-authorizations, and claims filing (offering a path to expand responsibility into insurance billing over time). Success Metrics (KPIs) Schedule Fill & Retention: Maximizing provider calendar utilization and maintaining high patient show-up rates. Call Quality & Satisfaction: Delivering warm, empathetic call experiences that convert new patient inquiries into scheduled consultations. Schedule Accuracy: Maintaining 100% data entry precision in Open Dental without double-booking or scheduling errors. Somewhere