Lead Administrative Coordinator

Dental Office•Solana Beach, CA

3d•Onsite

About The Position

Del Mar Family Dentistry is seeking an outstanding full-time Lead Administrative Coordinator to lead their administrative department. This role requires an individual who is outgoing, bubbly, and excels at creating a warm first impression. The ideal candidate will be skilled at educating patients, helping them understand treatment benefits, and discussing financial options with confidence and care. This position is crucial for reactivating unscheduled treatment, assisting patients in moving forward with their care, and maintaining a productive and efficient schedule for the doctors. Key responsibilities include managing Accounts Receivable, optimizing patient flow, maximizing customer service, and supporting practice productivity. The role demands the ability to multitask effectively while remaining highly organized, detail-oriented, and patient-focused. Del Mar Family Dentistry is committed to improving patients' overall health and wellness, building lifelong relationships, and fostering an outstanding work environment with competitive compensation and benefits.

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 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