Dental Front Office Job in Waxhaw, North Carolina

(Job ID: 546275)

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Description

Hays Dentistry is a boutique startup dental practice in Waxhaw, NC, dedicated to delivering exceptional care through strong patient relationships and personalized attention. Unlike high-volume, impersonal models driven by corporate pressures, our approach to dentistry prioritizes comprehensive, individualized care. We strive to create a positive, supportive environment where patients feel heard and cared for, and where our team members are valued, respected, and encouraged to grow. Our focus is on excellence, collaboration, and making every visit a great experience—for both our patients and our team. Important Details Grand opening is scheduled for late Sept/early October Working schedule is Monday - Thursday Clinical schedule is Tues - Thursday to start Growth, learning, and team-building opportunities provided regularly Paid time off Paid training Vision The Patient Care Specialist is a key leader in the dental practice and often the first point of contact for patients. In addition to managing administrative, financial and customer service aspects of the practice, they play a crucial role in ensuring an exceptional patient experience as well as smooth daily operations and supporting the clinical team. The Patient Care Specialist has a passion for dentistry and helping the patient understand the value of quality and superb customer service. They engage in purposeful conversations that identify patients’ motivators/concerns and capture all pertinent information through effective charting skills. As often the first point of contact, they warmly greet patients and visitors, answer phones/triage patient care, schedule appointments, and convey the values of the practice to new and existing patients. They provide key administrative duties including managing patient records, handling and filing insurance claims, and processing payments. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and Experience High school diploma or GED, 2+ years of front desk experience preferred Knowledge, Skills, and Abilities Relationship-building skills Influencing Skills Computer skills including practice management software Teamwork and leadership skills Ability to market the practice Creative problem-solving skills Superb verbal skills with patients and staff Overall understanding of the practice’s philosophy and systems Organized charting skills Overall general understanding of dental procedures and terminology Keen understanding of scheduling and financial systems Ability to function within a team environment as a supportive and positive contributor Ability to multitask and manage and prioritize time effectively Key Benchmarks/Goals of Role Daily, monthly, and yearly production goals achieved Support of the overall goals and strategies per the Annual Plan Effective debriefs and baton passes/hand-offs with the clinical team Patient referrals generated as a result of patient invitations Positive patient reviews of the front office experience Collections and scheduling metric goals achieved Going above and beyond to exceed patient expectations and aim for 5-star service Responsibilities Job Specific Greet patients and visitors with a warm, professional demeanor Check patients in and out accurately and efficiently Collect and update personal, medical and insurance information Ensure patients complete all necessary intake and consent forms, assisting them when needed Answer phones, texts, and emails and respond appropriately Respond to patient inquiries regarding scheduling, treatment plans, billing and general office policies Schedule, confirm, cancel and reschedule appointments with attention to production goals and provider availability Manage walk-ins, late arrivals and no show follow-up Verify insurance eligibility and benefits prior to appointments Communicate with insurance companies to obtain break-downs and pre-estimates when appropriate Collect co-pays, deductibles and balances due at time of service Inform patients of payment options and manage various types of patient payment Perform basic accounting tasks such as taking patient payments and preparing billing statements Maintain patient accounts and records Prepare and send patient bills Submit patient claims to insurance companies Post payments, issue receipts, and assist with end-of-day financial reconciliation Assist patients in understanding their insurance coverage, out-of-pocket costs and payment options Ensure proper note-taking and charting is completed for important patient interactions especially those involving financial agreements, payments and patient specifics Maintain a clean, organized and welcoming front office and reception area Monitor and maintain front office supplies and patient forms Scan and upload documents into patient charts Manage and organize specialist referrals Support recall system and patient reactivation efforts (e.g. overdue clinical cleanings, follow-up appointments, etc.) Assist with printing treatment plans, receipts and scheduling follow-ups Coordinate with back office/clinical team to manage patient flow and and minimize wait times Sort and organize incoming and outgoing mail Maintain confidentiality and adhere to HIPAA compliance standards Practice Management Do a thorough chart review (including flags, medical alerts, and financial details) and bring pertinent information to the huddle Review the schedule to share if there are any special needs or areas of concern to share with the staff Collaborate with the back office clinical staff during handoffs so that accurate information from that appointment can be translated into proper payment, accounting and future scheduling Organize the front office, lobby, and bathroom areas Work with the team to refine financial policies and systems as needed Make sure post-op calls are completed as delegated with proper documentation Complete daily close out list Provide quality tours to new patients including pertinent areas and equipment and uses quality statements when introducing team members Ask for invitations daily Teamwork Look for projects to stay busy during down time Lead and participate in team meetings, huddles, and training sessions with skills including facilitation and problem-solving Take initiative when practice is running behind or understaffed Communicate effectively with dentists, hygienists, assistants, and office management to ensure patient satisfaction Support practice goals related to productivity, case acceptance, and customer service Provide backup support to other team members during absences or high patient volume Assist back office/clinical team when called upon as needed Help keep front office clean and assist in end of day duties Embody the practice philosophy in all actions and decisions Participate in networking or marketing events to promote the practice Fully utilize administrative time to prepare for next day All employees are not only expected to accomplish their own unique tasks but also actively assist co-workers and help the practice business, operations, and flow. Physical Demands While performing the duties of this job, the employee is regularly required to talk and hear The employee is frequently required to stand, walk, use hands to stand, handle or feel, and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.