Dental Front Desk Associate

Vocational Instruction Project•New York, NY

About The Position

POSITION SUMMARY: The Dental Front Desk Associate is responsible for managing the daily administrative operations of the dental office. This role ensures excellent patient service, efficient scheduling, accurate recordkeeping, and smooth front office workflow while maintaining compliance with healthcare regulations POSITION DESCRIPTION: Provides exceptional customer service in person and on the phone to patients’ families, staff vendors, and the community: greeting visitors, observing front door/visitor protocols HIPPA Privacy and Security procedures, etc. Continuously monitor the waiting room to ensure all patients are accounted for, properly checked in, and not left unattended or waiting without staff awareness. Verify patient identity at each visit using appropriate identifiers before check-in and service delivery. Ensure effective telephone and mail communication both internally and externally to maintain a professional image. Schedule, maintain, cancel, and reschedule all provider appointments, including no-shows and provider call-outs.Re-schedule all “No Show” appointments daily and conduct required appointment reminder outreach. Ensure all patients’ demographic and structured data is updated is accurately updated daily in eClinicalWorks (ECW). Verify insurance eligibility daily using ECW/E-PACES and update insurance status accordingly. Scan and upload patient insurance cards, IDs, referrals, labs, x-rays, and all patient-related documents into ECW promptly. Collect co-payments and outstanding balances, distribute MetroCards, and document transactions in accordance with VIP procedures. Coordinate and order office and clinical support supplies necessary for department operations. Email all residential counselors before 3 pm, and call residences/clients one to two days before scheduled appointments. Perform general office duties including filing, disseminating information, maintaining patient registrations, and organizing records per office procedures. Ensure confidentiality of all patient records in compliance with HIPAA, 42 CFR Part 2, and VIP policies. Serve as a liaison between dental providers, patients, staff, other VIP modalities, and external agencies. Maintain accurate documentation to support billing, reporting, quality improvement, and audit readiness. Attend all required staff meetings, annual in-services, and complete mandatory compliance, emergency preparedness, cultural competency, infection control, and HIPAA trainings. Additional duties as assigned by the Dental Director.

Requirements

Knowledge of behavioral health and primary care services
Minimum two (2) years of related administrative or front desk dental/medical experience in a healthcare setting preferred.
Knowledge of dental terminology and procedures (preferred)
Experience with dental software.
Strong organizational, communication, and interpersonal skills.
Computer proficiency, including ECW, E-PACES, and Microsoft Office, preferred.
Experience documenting and maintaining electronic health records accurately.
Bilingual (English/Spanish) preferred.
Must possess sight, hearing, and digital abilities, with or without reasonable accommodation, to perform essential job functions.

Nice To Haves

Knowledge of dental terminology and procedures (preferred)
Computer proficiency, including ECW, E-PACES, and Microsoft Office, preferred.
Bilingual (English/Spanish) preferred.

Responsibilities

Provides exceptional customer service in person and on the phone to patients’ families, staff vendors, and the community: greeting visitors, observing front door/visitor protocols HIPPA Privacy and Security procedures, etc.
Continuously monitor the waiting room to ensure all patients are accounted for, properly checked in, and not left unattended or waiting without staff awareness.
Verify patient identity at each visit using appropriate identifiers before check-in and service delivery.
Ensure effective telephone and mail communication both internally and externally to maintain a professional image.
Schedule, maintain, cancel, and reschedule all provider appointments, including no-shows and provider call-outs.Re-schedule all “No Show” appointments daily and conduct required appointment reminder outreach.
Ensure all patients’ demographic and structured data is updated is accurately updated daily in eClinicalWorks (ECW).
Verify insurance eligibility daily using ECW/E-PACES and update insurance status accordingly.
Scan and upload patient insurance cards, IDs, referrals, labs, x-rays, and all patient-related documents into ECW promptly.
Collect co-payments and outstanding balances, distribute MetroCards, and document transactions in accordance with VIP procedures.
Coordinate and order office and clinical support supplies necessary for department operations.
Email all residential counselors before 3 pm, and call residences/clients one to two days before scheduled appointments.
Perform general office duties including filing, disseminating information, maintaining patient registrations, and organizing records per office procedures.
Ensure confidentiality of all patient records in compliance with HIPAA, 42 CFR Part 2, and VIP policies.
Serve as a liaison between dental providers, patients, staff, other VIP modalities, and external agencies.
Maintain accurate documentation to support billing, reporting, quality improvement, and audit readiness.
Attend all required staff meetings, annual in-services, and complete mandatory compliance, emergency preparedness, cultural competency, infection control, and HIPAA trainings.
Additional duties as assigned by the Dental Director.