Administrative Assistant

Job Description

Job Description

Job Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to support the Director of Operations and ensure consistency across multiple dental offices. This role is responsible for overseeing daily, weekly, and monthly operational tasks, monitoring office performance, and ensuring teams are following established standard operating procedures.

The ideal candidate is proactive, detail-driven, and comfortable working with data, reports, and dental practice management systems.

Responsibilities

Daily Responsibilities

• Assist the Director of Operations with daily operational tasks.
• Complete and distribute the Daily Task Report.
• Monitor patient confirmation calls and data capture, ensuring calls are completed according to SOP and properly documented in Open Dental.
• Review schedules 3 days in advance to ensure:
• Treatment plans are scanned into patient charts.
• Required prepayments have been collected.
• Monitor after-hours messages, ensuring they are reviewed, documented, followed up on, and logged in Open Dental.
• Monitor staff time management, ensuring team members are clocked in on time each day.
• Confirm insurance claims are being sent from Open Dental to DentalXChange.
• Review daily patient balances to ensure proper collection at time of service.
• Follow up on all daily tasks by sending reports and addressing issues with office coordinators and team members as needed.

Weekly Responsibilities

• Complete and distribute the Weekly Task Report.
• Monitor Downtime Checklists, ensuring they are completed and scanned into charts by Tuesday each week.
• Verify SMS weekly reports are sent and uploaded by Monday.
• Ensure weekly recall reports are completed and uploaded by Friday.
• Monitor Podium reviews, ensuring patients are being asked for reviews and that responses are completed.
• Verify all new patient referral sources are properly entered in Open Dental.

Clinical Oversight

• Review clinical notes weekly to ensure providers are completing documentation for all patient visits.
• Review X-rays with the dentist to ensure providers are following the appropriate standard of care.

Weekly Financial Reporting

• Update financial spreadsheets and provide a weekly performance summary to doctors and front office teams.

Monthly Responsibilities

• Prepare a Monthly Task Report to office teams, clinical coordinators, and providers covering:
• Monthly SMS reporting
• Billing statement cycles
• Pre-treatment estimate tracking
• Production and collection reporting
• Office incentive tracking

Experience

• Previous dental assisting experience preferred.
• Experience with Open Dental or dental practice management software strongly preferred
• Strong organizational and analytical skills
• Ability to manage multiple offices and priorities simultaneously
• Excellent written and verbal communication skills
• Strong attention to detail and problem-solving abilities
• Proficiency with Excel and reporting systems

About Practice :
Year Founded : 1998
Number of employees : 54
What Makes Us Grand!

The Doctors and staff at Grand Family Dentistry are dedicated to taking care of your oral health. From cleanings that make your teeth sparkle to corrective procedures that restore your mouth's overall health. At Grand Family Dentistry, we emphasize personalized dentistry - that means we're here to help you understand the wide range of options available to meet your dental needs - at a price you can afford.

Our skilled professionals are committed to the highest standards of dental care and ensuring that every patient leaves our office with a bright and healthy smile. Whether you just need a routine cleaning and check-up or if you have a more complex dental problem, the staff at Grand Family Dentistry will ensure that you are well cared for.

Don't wait any longer to consult with "The Grand Professionals". We're dedicated to providing you with affordable, top-quality dental care.

Should you ever need additional information about our practice, we are always available to answer your questions. Let us care for your entire family! We look forward to meeting you.

Services:

Our services include:

Dental Services
Cosmetic Dentistry
Restorative Dentistry
Dental Cleanings
Same Day Dental Care
Sedation Dentistry
Implant Dentistry
Invisalign
Composite Veneers

Company Description

About Practice :\r\nYear Founded : 1998\r\nNumber of employees : 54\r\nWhat Makes Us Grand!\r\n\r\nThe Doctors and staff at Grand Family Dentistry are dedicated to taking care of your oral health. From cleanings that make your teeth sparkle to corrective procedures that restore your mouth's overall health. At Grand Family Dentistry, we emphasize personalized dentistry - that means we're here to help you understand the wide range of options available to meet your dental needs - at a price you can afford.\r\n\r\nOur skilled professionals are committed to the highest standards of dental care and ensuring that every patient leaves our office with a bright and healthy smile. Whether you just need a routine cleaning and check-up or if you have a more complex dental problem, the staff at Grand Family Dentistry will ensure that you are well cared for.\r\n\r\nDon't wait any longer to consult with "The Grand Professionals". We're dedicated to providing you with affordable, top-quality dental care.\r\n\r\nShould you ever need additional information about our practice, we are always available to answer your questions. Let us care for your entire family! We look forward to meeting you.\r\n\r\nServices:\r\n\r\nOur services include:\r\n\r\nDental Services\r\nCosmetic Dentistry\r\nRestorative Dentistry\r\nDental Cleanings\r\nSame Day Dental Care\r\nSedation Dentistry\r\nImplant Dentistry\r\nInvisalign\r\nComposite Veneers