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.

Position Details

• Schedule: Full-time
  
• Days/Hours: 4 days per week, 10-hour shifts (6:45 AM - 5:15 PM)
  
• Pay Range: $20.00/hour
  
• Benefits: Medical, dental, vision, and life insurance, PTO and paid holidays, 401(k) options, and more

Essential Responsibilities

General Front Office 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

Check-In Responsibilities

• 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

Check-Out Responsibilities

• 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

Non-Essential Responsibilities

• Ensure workstations are clean, organized, and well-stocked with the necessary supplies

• Embody The Smile Lodge standards by:

  • Being 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

Education & Experience Requirements

• No prior education or experience required

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

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