Business Assistant / Patient Experience Concierge
The Dental Group of Galesburg
Galesburg, Illinois
Full-time | Daytime weekday schedule
$20–$28 per hour
Are You the Person Who Makes Every Experience Better?
Some people naturally make others feel welcome, understood, and cared for.
They remember names. They notice the small details. They stay calm when things get busy. They solve problems without making the situation feel like a problem. Most importantly, they understand that exceptional service is about how people feel after interacting with you.
If this sounds like you, your next career opportunity may be somewhere you have not previously considered.
The Dental Group of Galesburg is looking for a highly organized, service-minded professional to join our team as a Business Assistant / Patient Experience Coordinator.
You may currently work in:
- Hospitality or hotels
- Restaurants
- Banking
- Luxury or specialty retail
- Customer service
- Event planning
- Travel or airlines
- Healthcare
- Office administration
- Sales or account management
Previous dental experience is not required.
We can teach you our software, terminology, and office systems. What we are looking for is much harder to teach: warmth, professionalism, attention to detail, personal accountability, excellent communication, and a genuine desire to help people.
In this role, you will welcome patients, coordinate schedules, answer questions, solve problems, communicate important information, and help ensure that each day runs smoothly. You will become a trusted point of contact for our patients and an important part of a team that values exceptional service.
This is an opportunity for someone who wants to turn strong customer service and hospitality skills into a meaningful professional career with room to learn, contribute, and grow.
About The Dental Group of Galesburg
The Dental Group of Galesburg is a modern, technology-focused dental practice committed to delivering exceptional care and an outstanding patient experience.
We believe great service begins long before someone enters a treatment room. Every phone call, greeting, conversation, and follow-up is an opportunity to build trust.
Our goal is for every patient to feel heard, respected, informed, and genuinely cared for.
Our business team is not simply a front desk. It is the hospitality and communication center of our practice.
What You Will Do
As a Business Assistant / Patient Experience Coordinator, you will help guide patients through their experience while supporting the organization and daily flow of the practice.
Your responsibilities will include:
- Welcoming patients warmly and addressing them by name
- Answering incoming calls with professionalism, warmth, and enthusiasm
- Scheduling new and existing patients
- Helping patients find appointment times that meet their needs
- Confirming appointments and communicating schedule changes
- Responding to patient calls, texts, emails, and questions
- Gathering and accurately entering patient information
- Reviewing forms and helping ensure patient records are complete
- Explaining office policies clearly and professionally
- Helping patients understand the next steps in their care
- Assisting with payment options and financial arrangements
- Following up with patients who need to schedule treatment
- Supporting recall, reactivation, and schedule-filling efforts
- Coordinating with the clinical and business teams
- Recognizing concerns and helping resolve them calmly
- Anticipating patient needs before they become problems
- Protecting patient privacy and confidentiality
- Helping maintain a clean, organized, and welcoming environment
Who We Are Looking For
You may be a great fit for this position if you:
- Genuinely enjoy helping people
- Naturally create a warm and welcoming first impression
- Communicate clearly and professionally
- Are comfortable speaking with people by phone and in person
- Stay calm and composed in a busy environment
- Can manage multiple priorities without losing attention to detail
- Are dependable, punctual, and accountable
- Notice small details that improve someone’s experience
- Are comfortable discussing payments and financial options professionally
- Can handle difficult conversations with kindness and confidence
- Take initiative instead of waiting to be told what to do
- Accept coaching and want to continue improving
- Work well as part of a high-performing team
- Bring positive energy into the workplace
- Understand that every interaction matters
Experience We Value
We welcome applicants with experience in:
- Hospitality
- Hotels
- Restaurants
- Concierge services
- Banking
- Professional customer service
- Luxury or specialty retail
- Airlines or travel
- Event planning
- Sales
- Account management
- Medical offices
- Dental offices
- Scheduling or administrative support
Previous dental experience is a plus, but it is not required.
Experience with scheduling software, electronic records, phone systems, financial conversations, insurance, sales, or treatment coordination may be helpful.
What Success Looks Like
A successful person in this role:
- Makes patients feel welcomed and valued
- Communicates confidently and professionally
- Keeps information accurate and organized
- Helps maintain a full and productive schedule
- Follows through on commitments
- Takes ownership of problems and works toward solutions
- Supports teammates without being asked
- Handles private information appropriately
- Continues learning and improving
- Contributes to a positive and professional workplace
Compensation
$20–$28 per hour
Compensation will be based on experience, customer service ability, communication skills, dental or healthcare knowledge, leadership potential, and the ability to create an exceptional patient experience.
General compensation guidelines include:
- Strong hospitality or customer service experience with limited dental or healthcare experience
- Experienced medical or dental business assistant or professional customer service candidate
- Experienced treatment coordinator, high-performing dental business assistant, or candidate with demonstrated leadership ability
Opportunities for increased compensation may be available as skills, responsibilities, and performance grow.
Benefits
Eligible team members may receive:
- Paid time off
- Health insurance contribution
- 401(k) with employer contribution
- Employee dental benefits
- Uniforms provided
- Paid training
- Continuing education opportunities
- Professional development
- Opportunities for advancement
Benefits are subject to eligibility requirements and applicable waiting periods.
Opportunities for Growth
We believe in developing talented people and promoting from within.
A successful Business Assistant may have opportunities to grow into positions such as:
- Lead Business Assistant
- Treatment Coordinator
- Financial Coordinator
- Patient Experience Manager
- Practice Operations Leader
Our Culture
We value:
- Kindness
- Accountability
- Professionalism
- Teamwork
- Hospitality
- Integrity
- Positive communication
- Personal responsibility
- Continuous improvement
- Doing the right thing, even when no one is watching
We expect every team member to be engaged, attentive, and focused on serving patients and supporting the team while at work.
We are looking for someone who wants to contribute to a positive culture—not simply complete a list of tasks.
Why Join Our Team?
This is more than a traditional front desk position.
You will have the opportunity to build relationships, solve problems, help people feel more comfortable, and become an important part of a growing professional organization.
You will join a modern practice that invests in technology, education, team development, and the patient experience.
The right person will have the opportunity to build a meaningful long-term career while helping patients receive the care they need.
How to Apply
Please submit your resume through Indeed.
Along with your resume, please answer the following question:
What does exceptional customer service mean to you, and can you share an example of a time you made someone feel especially welcomed, valued, or cared for?
Applications without a response to this question may not be considered.
We look forward to learning more about you.
The Dental Group of Galesburg is an equal opportunity employer.
Pay: $20.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Opportunities for advancement
- Paid sick time
- Paid time off
- Profit sharing
- Retirement plan
- Uniform allowance
Work Location: In person
