Front Office I

Beacon Oral Specialists•Aliso Viejo, CA

20h•Onsite

About The Position

Your new career awaits you... We are looking for a friendly, professional, and reliable Front Office Assistant to join our team full-time! If you enjoy working with people, staying organized, and creating a welcoming environment, we’d love to meet you. As the first point of contact for our office, you will play a key role in ensuring smooth daily operations and providing excellent customer service to visitors and staff.

Requirements

2-years' experience in a dental / medical office preferred.
Professional language and customer service mindset
Effective written and verbal communication skills
Meticulous attention to detail with the ability to multitask.
Strong organizational, administrative, and planning skills.
Knowledge of dental insurance PPO
Ability to use discretion while working with sensitive information.
Excellent documentation, communication, and Microsoft Office skills
Passionate about healthcare excellence.

Nice To Haves

Proven experience as a Front Office Administrator, Receptionist, or similar role in a healthcare or dental setting is preferred.

Responsibilities

Perform opening duties on designated days, including participating in the morning huddle with the doctor, opening the office and phone lines, and ensuring the schedule, charts, and front office are fully prepared for the day.
Perform closing duties as assigned, including securing the office, locking all doors, turning over phone lines, and ensuring work areas and tasks are prepared for the following day.
Answer incoming phone calls in a professional and courteous manner; provide accurate and appropriate information to patients.
Schedule patient appointments accurately and efficiently.
Contact referring offices to obtain patient referrals, imaging, and required documentation.
Import patient intake forms, referrals, and X-rays into patient charts with complete and accurate information.
Ensure patient charts are created and fully prepared in advance for all scheduled consultations and surgeries for the week.
Review charts each morning to confirm all required documentation, and X-rays are present and properly marked per doctor requirements.
Enter patient data into the e-prescribing system for electronic prescriptions.
Send prescriptions following surgery, including refills and pre-operative medications, as directed by the provider.
Prepare and write surgical consents accurately and in compliance with office and legal standards.
Check in patients and verify demographic and insurance information.
Collect correct patient balances at the time of check-in and ensure treatment is charged out accurately to prevent incorrect insurance claims and payments.
Process payments both in person and over the phone, including large balances.
Monitor and manage the staff inbox to maintain communication with referring offices, patients, and other healthcare providers.
Assist with insurance benefit verification and ensure correct insurance information is available for all scheduled consultations.
Send pre-determinations (pre-Ds) when required.
Create, review, and present treatment plans accurately, both in person and via email, demonstrating strong knowledge of insurance benefits, coverage, and financial responsibility.
Clearly explain treatment costs, insurance estimates, and payment expectations to patients, and confidently collect large patient balances.
Make post-operative follow-up calls to patients to check recovery status, address questions, and relay concerns to the clinical team as needed.
Scan and upload appropriate documents into patient charts.
Maintain strict compliance with HIPAA regulations at all times.
Present a professional appearance and demeanor in person and over the phone.
Maintain cleanliness and organization of the front office and lobby areas.
Assist with patient discharge processes when needed.
Help coordinate and set up for the doctor’s study club as required.
Perform additional duties as assigned by the manager or doctor.