Dental Office Administrator

**Job Description: Dental Office Administrator**

**Location**: Jane Street Smile Centre

**Job Type**: Full-Time/Permanent

**Reports To**: Office Manager

**Position Overview**:
**Key Responsibilities**:
**Patient Care & Communication**:

- Greet patients in a professional and friendly manner, providing a welcoming environment.
- Manage patient intake, including updating patient records, verifying insurance, and ensuring all necessary forms are completed.
- Ensure patients’ needs are met during their visit, including offering assistance with any questions or concerns.
- Manage patient flow, ensuring appointments are kept on schedule and addressing delays or issues as needed.

**Appointment Scheduling & Calendar Management**:

- Schedule, confirm, and reschedule patient appointments according to availability and staff capacity.
- Coordinate with dental hygienists, dentists, and assistants to optimize the schedule for the office.
- Manage cancellations and no-shows to maintain an efficient schedule.

**Insurance Verification & Billing**:

- Verify patient insurance coverage and determine eligibility for treatments.
- Process and submit insurance claims, following up as necessary to ensure timely payment.
- Handle patient billing inquiries, provide statements and help to resolve any billing discrepancies.
- Maintain accurate and up-to-date financial records for patients, including payments, co-pays, and outstanding balances.

**Office Administration & Operations**:

- Maintain the office’s administrative systems, including patient records, medical histories, and appointment logs, ensuring confidentiality and compliance with privacy regulations (e.g., HIPAA).
- Order and manage office supplies, ensuring that the practice is well stocked with necessary materials and equipment.
- Oversee the cleanliness and organization of the office, ensuring a professional, tidy, and safe working environment.

**Team Coordination**:

- Act as a liaison between patients and dental professionals, facilitating communication and ensuring smooth interactions.
- Coordinate with dental assistants, hygienists, and the dentist to ensure that patients are seen promptly and that treatments are scheduled appropriately.
- Assist in onboarding and training new staff, ensuring they understand office policies and patient management systems.

**Compliance and Health & Safety**:

- Ensure that all patient records and office activities comply with applicable regulations and standards (e.g., personal health information protection).
- Follow all office protocols regarding infection control and safety procedures.
- Stay updated with local, provincial, and federal healthcare regulations as they relate to dental office operations.

**Customer Service**:

- Provide exceptional customer service, addressing patient concerns and ensuring satisfaction.
- Handle complaints and resolve issues professionally, ensuring that all patients feel valued and respected.
- Foster long-term relationships with patients, ensuring their comfort and continued care.

**Other Duties as Assigned**:

- Perform other duties as directed by the Office Manager or Dentist to ensure smooth office operations.
- Assist with marketing efforts, such as creating promotional materials, managing social media, or handling patient referrals.

**Qualifications**:
**Education**:

- High School Diploma or equivalent (required).
- Post-secondary education or training in office administration, dental assisting, or a related field is an asset.

**Experience**:

- A minimum of 1 year of experience in a dental office/ healthcare administrative role or in a similar role is required.

**Certifications**
- Dental Office Administration certification or similar is an asset.
- First Aid/CPR certification is preferred.

**Skills and Competencies**:

- Strong Communication Skills: Ability to interact with patients, staff, and other stakeholders in a professional and empathetic manner.
- Attention to Detail: Accuracy in managing patient records, billing, and appointments.
- Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized office.
- Problem-Solving: Ability to resolve patient concerns or office issues quickly and professionally.
- Customer Service: Exceptional skills in creating positive patient experience and handling sensitive issues.
- Technical Skills: Proficiency in office software (e.g., Microsoft Office Suite) and dental management systems (e.g., Dentrix, Akitu).
- Confidentiality: Understanding and adherence to privacy laws and maintaining patient confidentiality.

**Working Conditions**:

- Work Schedule: The regular work week will be the hours clinic is open. However, it may change, depending on the business needs. Weekends and Evenings availability is required.
- Work Environment: Primarily office-based in a clinical dental practice setting. Will be required to interact with patients in a professional and caring manner.
- Physical Requ