Front Desk Receptionist
Employment Type : Full-Time
Position Title: Receptionist
Employee Status: Non-Exempt
Reports To: Office Manager
Job Summary: The Front Desk Receptionist represents the practice in all facets of patient services, which may include, but is not limited to; greeting patients, answering the telephone, scheduling appointments, maintaining patient records and coordinating patient flow.
Qualifications: To perform this job successfully, an individual must be able to satisfactorily perform each essential duty as listed below.
Essential Duties:
- Greets visitors and patients entering the practice and alerts appropriate staff of patient arrivals.
- Answers telephone, routes calls, provides information, and takes messages in accordance with practice procedures.
- Schedules and adjusts patient appointments to maximize the patient care and reach practice profit target. Manages the daily, weekly, and monthly calendar to meet the practice production and collection goals.
- Establishes, maintains and keeps patient files and records up to date (i.e. address, phone number, insurance information, etc.).
- Communicates with patients regarding financial options. Reconciles financial records by receiving and recording patient payments.
- Prepares correspondence, memos, condolence letters, and other documents, as requested by doctor.
- Uses computer, fax, or courier service to transmit information or documents when requested.
- Keeps the front desk and reception areas clean. Organizes magazines to keep current and neat. Waters the plants.
- Performs necessary duties associated with checking patients in and out. Record treatment information in the patient’s chart. Enter type of treatment planned for the next appointment, and the amount of chair time, doctor time and assistant time needed.
- Produces the doctor’s call list and provides to the doctor each day, as necessary.
- Calls patients two day before to remind them of a scheduled appointment time.
- Adheres to all safety and health regulations.
- Monitors the schedule regularly, adjusts the schedule as necessary, and reschedules patients as needed.
- During morning huddles, reports on production results, addresses problems that occurred, and evaluates patient flow from the previous day. Updates staff on the status of the current day’s production goals, and identifies scheduling gaps.
- Keeps staff and doctor informed of scheduling problems, issues or concerns
- Organizes daily charts and provides to clinical staff for review.
- Registers new patients, provides necessary paperwork (welcome letter, HIPAA documents), and insures all required documents are completed by the patient.
Knowledge/Skills/Abilities:
- Knowledge of appointment coordinator procedures.
- Knowledge of English composition, grammar, spelling, and punctuation.
- Skilled in the use of standard office equipment including: telephones, calculators, copiers, fax, computers, and computer software (MS Excel, Word, Practice Management software).
- Ability to maintain composure and professionalism when exposed to stressful situations.
- Ability to engender trust from the doctors, co-workers, and patients.
- Maintain confidence with the patient regarding abilities of doctor(s) and staff.
- Ability to work cooperatively with management, staff, and patients.
- Ability to prioritize, organize, and complete tasks in a timely and independent manner.
- Ability to accept constructive criticism.
- Ability to understand and follow written and verbal instructions.
- Ability to collect data, establish facts, draw valid conclusions, and maintain confidentiality.
- Ability to communicate and express thoughts and ideas competently.
- Ability to quickly grasp relevant concepts regarding duties and responsibilities.
- Ability to greet visitors professionally and courteously.
Education / Experience:
- High school diploma or equivalent
- Minimum of 1 year(s) relevant experience in the dental profession
Physical and Environmental Requirements:
- May be required to lift up to 30 lbs.
- Active movement throughout the day: sitting, walking, standing, squatting, bending, stooping, reaching, etc. (not a sedentary position).
- Vision: close vision, depth perception, and ability to adjust focus.
- Hearing: able to satisfactorily communicate with patients, doctor, and other staff members to ensure that verbal communication is clearly understood, or a satisfactorily-equivalent method of communication.
- Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or operate equipment.
- May be required to administer first aid or CPR.
- Occasional exposure to toxic or caustic chemicals and radiation.
- Exposure to moderate noise levels.
- Exposure to hectic, fast-paced, high anxiety environments.
Must be willing to travel occasionally.