Dental Receptionist III Santa Monica

Clove Dental•Santa Monica, CA

About The Position

The Receptionist III is a senior front-office lead supporting patient experience, treatment planning, collections, schedule utilization, office operations, and team development at the Santa Monica location. The role welcomes patients, handles check-in and checkout, maintains accurate patient information, and helps patients understand treatment plans, estimated costs, and financing options. It also owns treatment-plan follow-up, front-office exception reports, and efforts to keep provider schedules full. The position maintains an organized and stocked reception area and patient spaces, completes housekeeping documentation, assists with mail, supplies, and lab-case tracking, and follows Company policies and standards. As a senior team member, the Receptionist III coaches and trains Receptionist I and II team members, helps onboard new employees, serves as a first point of escalation for patient concerns and routine operational issues, and identifies and resolves or escalates workflow, staffing, and scheduling risks.

Responsibilities

Welcome patients, answer phones promptly and professionally, and support patient check-in and checkout.
Collect and accurately enter basic patient demographic and insurance information.
Present treatment plans, review estimated patient costs and financing options, and help patients schedule recommended treatment before leaving.
Review outstanding patient balances, collect amounts due, provide receipts, and support office collection goals.
Own treatment-plan follow-up and conversion, ensuring unscheduled treatment is consistently worked and documented.
Review and resolve front-office exception reports, follow issues through completion, identify recurring trends, and resolve or escalate significant or repeated issues.
Confirm appointments and contact recall and unscheduled-treatment patients by phone, text, and email.
Ensure required forms and information are complete before patients leave.
Maintain in-office marketing supplies and materials; support patient reviews, provide consultation cards, and assist with office marketing.
Monitor the daily schedule for openings, opportunities, and issues; proactively work to keep provider schedules full.
Review schedules and patient records before each clinical day for accuracy, completeness, outstanding treatment, balances, scheduling opportunities, and potential issues.
Identify and fill schedule openings, reduce preventable cancellations and no-shows, and drive recall and patient reactivation.
Maintain a clean, organized, and fully stocked front desk, waiting room, and patient restroom; check in/out areas, floors, lights, doors, waiting room, and restroom.
Complete front- and back-office housekeeping forms and upload them.
Assist with mail, supplies, and lab-case tracking.
Enforce HIPAA, OSHA, attendance, dress code, name-badge, and other Company policies and standards.
Support office events, recruiting referrals, and other front-office duties as assigned.
Monitor front-office collections and patient balances, help resolve account issues, and escalate significant collection concerns.
Lead, coach, and train Receptionist I and II team members and help onboard new front-office employees.
Identify missed tasks or breakdowns, ensure they are corrected, and coach the responsible team member to prevent recurrence.
Serve as the first level of escalation for patient concerns and routine front-office operational issues, involving or serving as the Front Office Lead when appropriate.
Identify scheduling issues, staffing gaps, workflow problems, and other operational risks; help resolve them or escalate them to the Front Office Lead.