Office Manager

Job Description

Job Description

Job Title : Treatment Coordinator/Receptionist

Reports to : CEO/Chief Orthodontist

Company overview : Seaport Smiles is a boutique orthodontic practice located in the Seaport District of Boston. It offers unique Invisalign and LightForce treatment options, along with other services to create a cohesive, all-in-one experience tailored to each patient’s needs. Core values of the practice include professionalism, responsibility, gratitude, positivity, inspiration, inclusivity, partnership, and innovation. We blend cutting-edge technology with a highly personal touch to create a one-of-a-kind patient experience.

Job overview : We are looking for a highly motivated, ambitious, and positive individual with a go-getter attitude to join our team. We are a start-up, so be prepared to wear many hats. This is a unique opportunity to help shape the company to truly embody its mission and core values. Seaport Smiles is a small, minority-owned local business, but it has a global reach and changes the lives of countless patients daily. In this role, you will be a core part of the team helping patients feel at home in the practice, as well as assisting the CEO in helping the business grow.

Responsibilities and Duties :

• Greeting and directing patients
• Scheduling, confirming, adjusting patient appointments, waitlists, and cancellations as needed
• Listening to and following up on voicemails
• Ensuring all requirements are prepped for appointments - proactively asking questions from the whole team about what the requirements are
• Answering practice calls, emails, and text messages in a timely manner
• Onboarding new patients
• Presenting treatment fees, effectively closing cases ensuring high case acceptance
• Processing of fees and contracts
• Coordinating with other providers as needed
• Performing data entry - clinical and non-clinical
• Managing non-clinical patient communication
• Reviewing and signing patient consent
• Meticulous upkeeping of dental records, patient interaction notes, charts, photography, and radiography
• Answering questions with a joyful attitude, escalating as needed
• Assisting in social media content brainstorming, creating, and posting as needed
• Scheduling and coordinating regular team meetings
• Performing office admin duties: opening, closing, upkeep, as well as some light cleaning
• Ensuring recurring meetings are booked on the team's calendar
• Assisting with other business needs as required

Qualifications:

• Associate’s Degree Preferred
• Attention to detail
• Enthusiasm and positive attitude
• Professional written and verbal communication
• Sales skills
• Impeccable organization skills
• Time-management
• Ability to multitask
• Ability to work independently and proactively solve problems
• Working knowledge of G-Suite and Mac
• Bilingual is a plus
• Must be authorized to work in the United States

Compensation:

• $20-25 per hour
• Commission on sales
• Bonuses
• Paid time off
• Sick time
• Vacation time
• Paid holidays
• Uniforms
• Life insurance
• Gym membership
• Flexibility
• Paid training