Dental Office Front Desk Assistant

Overview

Join our dynamic dental team as a Front Desk Assistant, where your energy and organizational skills will be the heartbeat of our busy practice! In this vital role, you will serve as the first point of contact for patients, ensuring a welcoming environment while managing administrative tasks with precision. Your proactive approach will help streamline daily operations, support clinical staff, and enhance patient experiences. This paid position offers an exciting opportunity to develop your career in healthcare administration within a vibrant dental setting.

Front Desk Coordinator

Job Description — Full Time

Department Business Office Job Status Full Time

FLSA Status Non-Exempt Job Type Regular

Reports To Dental Office Manager Positions Supervised None

Travel Required 20%–30% (between locations as needed) Work Schedule Mon–Fri; possible evenings/weekends

Position Summary

The Front Desk Coordinator supports daily office operations by answering phones, scheduling and confirming appointments, checking patients in and out, verifying insurance benefits, collecting payments, and maintaining patient communication. This role also discusses treatment costs and financial responsibilities, assists with third-party financing,

understands CDT codes, and works closely with clinical and administrative staff.

Essential Functions

To accomplish this job successfully, an individual must be able to perform — with or without reasonable accommodation — each essential function satisfactorily.

• Answer incoming phone calls and communicate effectively, courteously, and professionally with patients,

parents/legal guardians, and clinical and administrative staff.

• Schedule, confirm, and coordinate patient appointments, including follow-up and recall appointments.
• Check patients in and out, collect and post payments, and prepare daily over-the-counter financial reports.
• Incorporate doctor-prescribed treatment plans for general dentistry patients, including insurance and financing.
• Communicate proposed treatment plans and associated financial costs with patients and/or legal guardians.
• Inform patients of their financial responsibilities with respect to their insurance coverage and assist with third[1]party financing systems utilized by Smiling Faces (e.g., CareCredit).
• Verify dental insurance benefits, create and follow up on Medicaid pre-authorizations, and monitor patient

accounts.

• Review dental records for proper coding, understand and utilize CDT codes, and review treatment plans with the

Doctor or Dental Office Manager prior to presentation to patients.

• Work closely with administrative and clinical staff to ensure proper financial arrangements are made for patient

treatment and assist with commencing same-day treatment when applicable.

• Balance the daily financial sheet for the office at EOD and close the office at least one night per week.
• Efficiently operate assigned computer software, including Fuse, DentalBytes and Microsoft Office Suite.
• Prepare and deliver reports in a timely manner and document financial arrangements appropriately.
• Communicate patient concerns to the Dental Office Manager or Doctor and utilize effective conflict resolution and

problem-solving techniques when addressing patient concerns or complaints.

• Treat patients, visitors, and co-workers with respect and courtesy while maintaining regular and reliable

attendance.

• Comply with Smiling Faces policies and procedures, OSHA policies and procedures, and HIPAA policies and

procedures.

• May be required to relocate to other Smiling Faces clinics on a temporary or permanent basis due to office needs

at the discretion of management.

• Maintain regular and reliable attendance.

Smiling Faces Pediatric Dentistry

Front Desk Coordinator

Job Description — Full Time

Skills & Abilities

Education

High School Graduate or General Education Degree (GED) required.

Experience

No prior experience necessary.

Certifications & Licenses

None required.

Computer Skills

Efficiently operates assigned computer software and other equipment, including Fuse, DentalBytes, and Microsoft Office

Suite.

Other Requirements

Valid driver’s license, proof of valid vehicle insurance, and annual Motor Vehicle Record check required if operating Company-owned

vehicles or driving a personal vehicle for Company business.

Understands insurance frequencies, downgrades, and guidelines (including Medicaid). Has understanding of secondary insurance and

coordination of benefits. Responsible for over-the-counter collections. Familiar with 10-key or calculator.

Must have knowledge of CDT codes and pass the bi-annual Smiling Faces CDT codes test.

Position Qualifications

• Accountability — Accepts responsibility and accounts for

his/her actions.

• Enthusiastic — Brings energy to the performance of a

task.

• Accuracy — Performs work accurately and thoroughly. Self-Motivated — Internally inspired to perform tasks to

the best of one’s ability.

• Active Listening — Attends to, conveys, and understands

the comments of others.

• Friendly — Exhibits a cheerful demeanor toward others.
• Adaptability — Adapts to change in the workplace. Judgment — Formulates sound decisions using available

information.

• Communication (Oral) — Communicates effectively using

the spoken word.

• Time Management — Organizes and completes work

within given deadlines.

• Customer Oriented — Takes care of customers’ needs

while following company procedures.

• Persistence — Continues tasks in spite of opposition or

discouragement.

• Detail Oriented — Pays attention to the minute details of

a project or task.

• Working Under Pressure — Completes assigned tasks in

stressful situations.

• Empathetic — Appreciates and is sensitive to the feelings

of others.

• Safety Awareness — Identifies and corrects conditions

that affect employee safety.

• Energetic — Works at a sustained pace and produces

quality work.

• Patience — Acts calmly under stress and strain.
• Responsible — Is accountable and answerable for one’s

conduct.

Physical Demands

N = Not Applicable O = Occasionally (up to 33%) F = Frequently (33–66%) C = Constantly (66%+)

Activity Frequency Activity Frequency

Stand F Reach Above Shoulder O

Walk F Climb N

Sit F Crawl N

Manually Manipulate F Squat or Kneel O

Reach Outward F Bend O

Grasp F Speak C

Smiling Faces Pediatric Dentistry

Front Desk Coordinator

Job Description — Full Time

Lift / Carry Frequency Push / Pull Frequency

40 lbs or less F 40 lbs or less F

Other physical requirements: Vision (near).

Work Environment

While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, body fluids,

blood-borne pathogens, and the risk of radiation. The noise level is usually moderate. As the dental practice is heavily

dependent on scheduling, the general environment can become hectic at times. The employee must be able to effectively

handle the normal anxieties associated with the job.

Work Location: In person

Pay: $17.00 - $19.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person