Dental Front Desk Associate

eBatiz Associates Inc•New York, NY

9h•$35,000 - $45,000

About The Position

The Dental Front Desk Associate manages the dental office’s daily administrative operations, ensuring excellent patient service, efficient scheduling, accurate recordkeeping, and a smooth front-office workflow while maintaining compliance with healthcare regulations. The associate serves patients, families, staff, vendors, community members, providers, other VIP modalities, and external agencies through in-person and telephone interactions and by coordinating office communications and appointments. The role includes monitoring the waiting room and patient check-in, verifying patient identity, maintaining accurate demographic and insurance information in eClinicalWorks (ECW), verifying insurance eligibility through ECW/E-PACES, uploading patient documents, collecting payments, and maintaining documentation for billing, reporting, quality improvement, and audits. The associate also coordinates supplies, performs general office duties, protects confidential records, and attends required meetings and trainings. Additional duties may be assigned by the Dental Director.

Requirements

At least two years of related administrative or front-desk dental or medical experience in a healthcare setting is preferred.
Knowledge of behavioral health and primary care services.
Experience with dental software.
Strong organizational, communication, and interpersonal skills.
Computer proficiency, including ECW, E-PACES, and Microsoft Office, is preferred.
Experience accurately documenting and maintaining electronic health records.

Nice To Haves

Knowledge of dental terminology and procedures.
Bilingual English/Spanish ability.
At least two years of related administrative or front-desk dental or medical experience in a healthcare setting.
Computer proficiency with ECW, E-PACES, and Microsoft Office.

Responsibilities

Provide customer service in person and by phone to patients’ families, staff, vendors, and community members; greet visitors and follow visitor, privacy, and security procedures.
Monitor the waiting room to ensure patients are accounted for, 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.
Maintain professional internal and external telephone and mail communications.
Schedule, maintain, cancel, and reschedule provider appointments, including no-shows and provider call-outs; reschedule no-show appointments daily and conduct required appointment-reminder outreach.
Update patient demographic and structured data accurately in ECW each day.
Verify insurance eligibility daily using ECW/E-PACES and update insurance status.
Promptly scan and upload insurance cards, IDs, referrals, lab results, x-rays, and other patient-related documents into ECW.
Collect co-payments and outstanding balances, distribute MetroCards, and document transactions according to VIP procedures.
Coordinate and order office and clinical support supplies.
Email residential counselors before 3 p.m. and call residences or clients one to two days before scheduled appointments.
Perform general office duties, including filing, disseminating information, maintaining patient registrations, and organizing records according to office procedures.
Maintain confidentiality of patient records in compliance with HIPAA, 42 CFR Part 2, and VIP policies.
Serve as a liaison among dental providers, patients, staff, other VIP modalities, and external agencies.
Maintain documentation supporting billing, reporting, quality improvement, and audit readiness.
Attend required staff meetings and annual in-services and complete mandatory compliance, emergency preparedness, cultural competency, infection control, and HIPAA training.
Perform additional duties as assigned by the Dental Director.