Front Desk Assistant Manager

Position Overview

The Front Desk Assistant Manager is responsible for managing all front desk operations at Cappelli Dental, including patient coordination, scheduling, insurance verification, copay calculation, and financial collections. This role reports directly to the Front Desk Manager and collaborates with clinical providers and the billing team to ensure efficient daily operations, an exceptional patient experience, and strong financial accuracy.

This position requires a highly organized, detail-oriented professional who can independently manage front desk responsibilities while maintaining professionalism and consistency, with strong proficiency in Dentrix and Adit.

Reporting Structure

• Reports directly to: Front Desk Manager
• Collaborates with: Doctors, Hygienists, Billing & Insurance Team

Core Responsibilities Front Desk & Patient Coordination

• Manage all inbound and outbound calls, texts, emails, and patient communications using Adit and office phone systems
• Greet patients, check them in and out, and maintain an efficient daily flow
• Maintain accurate patient records, forms, and documentation in Dentrix
• Ensure compliance with office policies and procedures

Scheduling & Production Management

• Manage daily, weekly, and future schedules for all providers in Dentrix
• Maximize chair utilization and provider productivity
• Confirm appointments, manage recalls, and follow up on unscheduled treatment using Adit
• Proactively fill cancellations and open chair time

Insurance, Copay's & Financial Control (Critical Function)

• Verify insurance eligibility and benefits prior to appointments
• Accurately calculate copay's, deductibles, coinsurance, and patient responsibility
• Clearly explain financial obligations to patients before treatment
• Collect copay's and outstanding balances at the time of service
• Ensure all financial policies are reviewed, signed, and followed consistently
• Batch insurance claims and submit predeterminations accurately and on time
• Immediately contact patients upon receipt of insurance responses
• Clearly explain coverage and patient responsibility once information is received
• Schedule and book appointments accurately based on approved treatment and coverage
• Ensure all related documentation is properly recorded in Dentrix and Adit

Patient Experience & Professionalism

• Deliver a consistently professional and welcoming patient experience
• Address patient concerns, questions, and complaints with confidence and empathy
• Maintain composure, professionalism, and discretion at all times
• Represent Cappelli Dental’s standards and values in every interaction

Administrative & Systems Oversight

• Maintain complete and accurate patient and insurance documentation in Dentrix
• Scan, upload, and organize all required forms and attachments
• Review daily schedules and reports for accuracy
• Support audits, reporting, and workflow improvements as directed by leadership
• Assist with implementation and daily use optimization of Dentrix and Adit

Required Qualifications

• 5+ years of dental front desk experience (required)
• Demonstrated ability to calculate and collect copay's accurately
• Strong knowledge of dental insurance plans and terminology
• Proficiency in Dentrix and Adit (required)
• Excellent organizational, communication, and time-management skills
• Ability to work independently and take initiative
• Professional appearance and demeanor

Performance Expectations

• No missed copay's or unverified insurance
• High accuracy in scheduling, documentation, and financial entries
• Consistently positive patient feedback
• Reliable follow-through and accountability
• Proactive problem-solving

Job Type

• Part-time

Schedule

• Monday: 8:45 AM – 5:45 PM
• Tuesday: 7:45 AM – 5:45 PM
• Thursday: 7:45 AM – 5:45 PM
• No nights
• Overtime

Work Location

• In person

Equal Opportunity Employer

Cappelli Dental is an equal opportunity employer committed to professionalism and excellence.

Pay: $28.00 - $30.00 per hour

Benefits:

• Retirement plan

Work Location: In person