Concierge Phone Team Member
About The Position
ROOT Periodontal and Implant Center is a growing multi-location specialty group dedicated to clinical excellence and patient-centered care. As we expand our insurance participation and scale our operations, we are looking for a warm, detail-oriented, and proactive New Patient Concierge to join our growing team. As the first point of contact for new patients, referring providers, and vendors, you will play a critical role in ensuring a smooth, efficient, and welcoming onboarding experience. Your ability to multitask, communicate clearly, and maintain data integrity across platforms is essential to the success of our team and patient satisfaction.
Requirements
- Strong communication skills, both verbal and written.
- Exceptional phone presence with a professional and friendly demeanor.
- High attention to detail and organizational skills.
- Self-motivated and team-oriented with the ability to adapt to a fast-paced environment.
- Tech-savvy and comfortable navigating multiple platforms and software systems.
- Strong relationship-building skills.
- Ability to work independently.
- Proficiency in Microsoft Office.
- Professional, approachable, and confident in representing the practice in the community.
Nice To Haves
- Previous experience in dental or medical front office setting preferred.
- Familiarity with CareStack, Referral Lab, or similar platforms is a plus.
Responsibilities
- Patient Onboarding & Scheduling:
- Schedule all new patient appointments based on provider availability and location-specific schedules.
- Understand and maintain knowledge of all 7 practice locations, including the providers who attend each office and their schedules.
- Promptly respond to and manage incoming phone calls, online inquiries, and text messages from potential patients, existing patients, referring offices, and vendors.
- Conduct outbound calls to follow up on referrals, online appointment requests, and other leads to convert them into new patients.
- Gather and accurately document patient demographic information, referring dentist, reason for visit, and insurance details.
- Provide basic information about our services, office locations, providers, and what patients can expect during their first visit.
- Data Entry & System Management
- Enter and maintain all patient information in CareStack and the Referral Lab platform — ensuring both systems are always in sync and up to date.
- Regularly audit new patient schedules to confirm all necessary records, referrals, x-rays, and insurance details have been received and correctly imported.
- Manage daily follow-up tasks in Referral Lab to ensure timely communication and efficient processing of patient leads.
- Referral & Office Coordination
- Build and maintain strong relationships with referring dental offices through professional communication and timely follow-ups.
- Add new referring offices to the Referral Lab and immediately notify the marketing team via email for relationship-building and follow-up.
- Assist in monitoring referral trends and help identify opportunities for outreach or improvement.
- Additional Duties May Include:
- Participate in team meetings and provide feedback to improve workflows.
- Support other front office staff during peak times or staff absences.
- Stay up to date on insurance changes, provider schedules, and procedural offerings to better assist patients.
- Maintain confidentiality and compliance with HIPAA and company policies.
Benefits
- Competitive compensation (base + performance incentives).
- Complimentary or discounted services.
- Opportunities for professional growth in a rapidly expanding industry.
- A supportive and collaborative team environment.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
