Lead Administrative Coordinator
About The Position
Del Mar Family Dentistry, a General Dental Fee-For-Service Practice, is seeking an outstanding full-time Lead Administrative Coordinator to lead their administrative department. The ideal candidate is outgoing, bubbly, excels at educating patients about treatment benefits, and enjoys working with a team that prioritizes exceptional customer service. This role requires someone who is caring and confident when discussing financial options, comfortable reactivating unscheduled treatment, and passionate about maintaining a productive and efficient schedule. Key components include managing Accounts Receivable, optimizing patient flow, maximizing customer service, and supporting practice productivity. The position demands multitasking while remaining organized, detail-oriented, and patient-focused. Del Mar Family Dentistry is committed to improving patients' overall health and wellness and building lifelong relationships.
Requirements
- Minimum of 5 years of dental front office experience
- High School Diploma or equivalent
- Strong understanding of dental insurance, scheduling, treatment presentation, and financial coordination
Nice To Haves
- Experience leading administrative teams
- Strong Accounts Receivable management experience
- Fee-for-Service dental practice experience
- Advanced communication and patient relationship skills
Responsibilities
- Oversees all administrative front office team members and their accountabilities
- Provides additional training for any administrative front office team members
- Oversees that the protocols and guidelines are followed for all front office systems, including: Performance Scheduling, Financial Conversations, Telephone Communications, Recare, Reactivation, Accounts Receivable, and Insurance
- Maintain HIPAA best practices for patient data, privacy, and security.
- Maintain HIPAA certification, provided by the office.
- Accountability for following the protocols of Financial Conversations, Financial Agreements, and utilization of the FA form
- Is accountable for the Accounts Receivable System and Calendar (Statements & Calls, Texts, and all follow-up)
- Checks out patients as they leave practice (collects OTC monies due for today, makes a financial agreement for any next appointment, appoints the patient for next treatment visit or recare, verifies accuracy of providers and batches insurance with all proper supporting documents, submits insurance)
- Accountability for Performance Scheduling and scheduling for goals for all Doctors’ goals - including monitoring Same Day Service and the schedule’s next major block openings
- Supports the Treatment Reactivation System
- Is second in line for all inbound calls: follows all communication guidelines for new patient calls, performance scheduling, accounts, insurance, and billing questions
- Oversees that the Admin team verifies in advance all patients’ insurance
- Oversees the Insurance System and Calendar
- Oversees posting of all payments: OTC, Mail, EFTs, etc
- Monitors office email and/or Patient Messaging System throughout the day and takes the necessary actions in patient communications
- Monitors Patient Reviews of the practice
- Oversees Internal and External Marketing projects and RIO tracking (including ensuring all New Patients have a Source entered into the PMS)
- Processes End Of Day and End of Month and provides information to the owner doctors and/or Business Consultant
Benefits
- Medical and Vision Insurance
- Competitive compensation
- Outstanding work environment
- Opportunity to work alongside an exceptional team
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
