Dental Front Office

About the Role
At Fig Tree Dental Studio, our core values are relationships first, respect & kindness, high standards, consistency, and teamwork. We are a boutique dental office focused on quality over quantity, and are seeking a new team member who shares those values. We have a beautiful, colorful office, kind and friendly patients, and are a 10 second walk from Slowpokes Coffee next door to the office, along with 6-8 great restaurants within a 1 minute walk.

The Front Office Coordinator at Fig Tree Dental Studio is responsible for managing the daily opening and closing procedures, patient communication, scheduling, insurance verification, claims and payment processing, collections, and administrative operations of the dental practice. This position is intended to be a good fit for someone with experience in a similar position, in someone interested in staying with our office long-term, and will call for organized, efficient front office skills along with supporting practice production and collection goals.

ESSENTIAL RESPONSIBILITIES:

Daily Opening Procedures:

• Turn on office lights and adjust the office temperature as needed.
• Turn on computers and prepare all systems for the business day.
• Prepare the office and materials for the clinical staff to be able to work effectively.
• Ensure the consult rooms are clean, organized, and ready for patients.
• Review the day’s schedule and identify opportunities to maximize provider availability.

Patient Communication & Scheduling:

• Return patient text messages, emails, and voicemails by 9:00 AM.
• Return afternoon patient texts, emails, and voicemails in a timely manner.
• Conduct treatment follow-up calls and text messages with patients.
• Make a minimum of 20 outbound calls to unscheduled patients each day.
• Fill doctor openings at least five days in advance whenever possible.
• Support the practice in meeting daily and monthly production and collection goals.
• Provide professional, timely, and courteous communication with patients.
• Greet patients cheerfully when they arrive at the office.

Insurance Verification & Claims:

• Obtain and provide insurance information necessary for verification.
• Log into insurance carrier portals to verify patient eligibility and active coverage.
• Correct errors identified in insurance claims.
• Update the designated Google spreadsheet with corrected claim information.
• Resubmit rejected or failed claims promptly.
• Download/scan EOBs and post records of electronic payments the day they arrive.
• Run reports and follow up on previous-day failed payments and claim issues.

Payment Processing & Collections:

• Facilitate third party payment plan (Cherry) transactions for patients.
• Make collection calls to patients with outstanding balances.
• Send patient statements electronically via email and text.
• Maintain accurate payment records and assist with outstanding account resolution.
• Attend virtual training & coaching sessions on a weekly or biweekly basis.

Administrative Duties:

• Open incoming mail and distribute documents to the appropriate department or team member.
• Maintain accurate spreadsheets, records, and documentation.
• Complete daily administrative tasks accurately and within established deadlines.
• Assist with maintaining efficient front-office workflows.

Daily Closing Procedures:

• Return outstanding patient texts, emails, and voicemails before the end of the day.
• Begin preparing the following day’s checklists.
• Balance the day’s financial activity and verify that records are accurate.
• Provide any and all checks received to the doctor before the day ends, for him to deposit.
• Tidy and reset the consult rooms for the following day.
• Turn off computers and other designated equipment.
• Turn off office lights and ensure the office is properly secured.

Performance Expectations:

• Success in this position is measured by:
• Positive patient feedback on timely and professional patient communication.
• Accurate insurance verification and claims processing.
• Consistent follow-up on rejected claims and failed payments.
• Effective collection of outstanding patient balances.
• Maintaining a full and productive doctor schedule.
• Achievement of established production and collection goals.
• Accurate daily financial balancing and deposits.
• Completion of all opening and closing procedures.
• A clean, organized, and patient-ready front office.
• Reliable completion of assigned administrative responsibilities.