Lead Administrative Coordinator

Dental Office•Solana Beach, CA

2d•Onsite

About The Position

At Del Mar Family Dentistry, we strive to live our core values every day and to build lifelong relationships with our patients. We are committed to improving our patients' overall health and wellness, not simply treating disease. Del Mar Family Dentistry is a General Dental Fee-For-Service Practice that needs an outstanding full-time Lead Administrative Coordinator and leader for our administrative department. Are you outgoing, bubbly, and able to create a warm first impression? Do you excel at educating patients and helping them understand the benefits of their treatment? Do you enjoy working with a team that truly prioritizes exceptional customer service? We are looking for a coordinator who is both caring and confident when discussing financial options with patients. The ideal candidate is comfortable reactivating unscheduled treatment, enjoys helping patients move forward with their care, and is passionate about maintaining a productive and efficient schedule for the doctor. Managing Accounts Receivable, optimizing patient flow, maximizing customer service, and supporting practice productivity are key components of this role. This position requires someone who can successfully multitask while remaining highly organized, detail-oriented, and patient-focused.

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

Preferred 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.
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 the 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 the end of day and End of Month and provides information to the owner, doctors, and/or Business Consultant