Front Office Check In

General Summary: A nonexempt position responsible for making appointments for patients following dental practice procedures.

Job Duties for the Dental Receptionist:

• Many people are very uncomfortable in dental offices. It is your duty as an employee of HCCH to be exceedingly pleasant, helpful, and upbeat, to help clients relax and ease tension.
• In charge of scheduling patient appointments either in person or over the telephone. Maintaining Appointment Book, follow up on no shows/cancellations of appointments and checking voicemail on a daily basis.
• In charge of keeping the office waiting area neat and tidy.
• In charge of general office management, including making sure mail is sent, answering phones, posting informational memos, compiling the “end of day” informational packet with information such as a list of the day’s deposits, and other general tasks.
• Should the doctor require assistance at any time, the dental receptionist does so quickly and efficiently. They are also required to assist other co-workers.
• Ensures patients fill out all their paperwork, and then enters necessary information into the practice’s management software. They also gather signatures and permissions to store this information, and to approve procedures. In charge of confirming upcoming appointments in advance. Scheduling appointments to the satisfaction of both patients and service provider is an important task. To keep appointments on schedule it is the responsibility of the front office to notify the service provider of patient arrival. Scan any documents related to the patient into the system. Verify the eligibility of a patient’s insurance and the frequency which they can visit.

Essential Job Responsibilities:

• Patient identity photo.
• Setting up patient’s insurance information in the practice management system, verify insurance eligibility and frequency limitations, batching insurance claims, and submitting prior authorizations to insurances.
• Ensures that updates (e.g., cancellations or additions) are input daily into the master schedule.
• Answer phones- schedule appointments, take messages for providers, take all Spanish calls.
• Scheduling interpreter for Spanish patients.
• Lab Case schedule.
• Schedules appointments for patients either by phone when they call in or in person after an office visit.
• Maintains scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns.
• Maintain confirmed schedule.
• Office supply order to office manager.
• Scanning Lead
• Schedule NP appointments and others as needed.
• Consult with office manager on any scheduling issues.
• Patient paperwork is updated as required.
• Document all conversations pertaining to treatment and complaints.
• Sliding Fee calculation support and must adhere to the SFS policy guidelines.
• Confirmation calls.
• Other- assigned tasks per office manger’s request.

Education: High school diploma.

Experience: Minimum one year of experience in an appointment scheduling position, preferably in a dental practice setting, insurance, and NC Tracks.

Other requirements: none.

Performance Requirements:

Knowledge:

• Knowledge of dental practice protocols related to scheduling appointments.
• Knowledge of customer service principles and techniques.
• Knowledge of manual/computerized scheduling systems.

Skills:

• Skill in maintaining master appointment schedule via manual or computerized means.
• Skill in producing reports about appointment patterns as needed.
• Skill in communicating effectively with Dentist and Dental Assistants about scheduling preferences.

Abilities:

• Ability to multitask effectively, dealing with phone calls, in-office patients, staff, and others pleasantly.