Operations Assistant

The Smile Lodge Pediatric Dentistry - Clifton Park•Town of Clifton Park, NY

30d•$20

About The Position

The Operations Assistant serves as the “face” and “voice” of The Smile Lodge Pediatric Dentistry. This role is critical in delivering an exceptional patient experience by providing welcoming, efficient, and accurate front-office support. The Operations Assistant manages phone communications, patient check-in and check-out, scheduling, insurance verification, payments, and administrative tasks while maintaining strong attention to detail and following tasks through to completion.

Requirements

No prior education or experience required

Nice To Haves

Previous experience in a dental or medical office is a plus, but not required

Responsibilities

Represent The Smile Lodge in a professional, enthusiastic, and welcoming manner at all times
Answer phone calls using provided scripts to ensure consistency, professionalism, and a positive patient experience
Ensure phone calls are answered promptly, meeting the goal of 90 calls per 10-hour shift, thereby minimizing the need for rollover to voicemail
Direct patients, visitors, and callers to the appropriate team members or departments
Maintain accurate documentation by utilizing email templates, quick paste notes, auto-notes, and other communication tools
Complete all daily tasks assigned through the OA Task List for each workstation
Demonstrate strong attention to detail and follow tasks through to completion
Greet patients and their legal guardians in a warm and welcoming manner
Verify and update patient contact and insurance information at check-in
Collect out-of-pocket payments and establish appropriate payment plans when needed
Direct patients to the appropriate waiting area
Complete all required notes and documentation accurately and promptly
Answer incoming phone calls in accordance with The Smile Lodge's scripting and standards
Accurately check out patient appointments, including: Creating insurance claims Reviewing future appointment needs Reviewing treatment plans and out-of-pocket costs Completing required notes and documentation
Consistently and accurately collect patient responsibility portions when applicable
Schedule future appointments in accordance with all scheduling guidelines, including insurance frequency, patient due dates, and dental templates
Review and verify “check me” appointments checked out by another teammate to ensure accuracy and completeness
Answer incoming phone calls in accordance with The Smile Lodge's scripting and standards
Ensure workstations are clean, organized, and well-stocked with the necessary supplies
Be a great teammate
Performing job duties with excellence
Delivering a consistently excellent patient experience
Showing up reliably and prepared
Complete special projects as assigned by OATLs or the Director of Operations