Dental Office Receptionist
Location: Santa Clara, CA Employment Type: Full-Time Internal Title: Dental Office Receptionist
Job Overview
We are seeking a highly organized and motivated Dental Office Receptionist to oversee the daily operations of our Santa Clara dental practice while owning the treatment presentation and case acceptance process. The ideal candidate is a proactive problem-solver with strong leadership skills, a comprehensive understanding of dental office management, and the confidence to sit chairside with patients, walk them through their treatment plan, and help them say yes to the care they need.
This role is crucial not only in maintaining a positive patient experience and ensuring smooth operations, but also in actively contributing to the long-term growth and success of the practice.
A unique advantage of this role: Insurance claims processing is fully handled by our dedicated in-house insurance team — allowing you to focus on what you do best: presenting treatment, leading your team, delighting patients, and growing an exceptional practice.
ResponsibilitiesTreatment Coordination & Case Acceptance
- Present treatment plans to patients in clear, compassionate, non-technical language, ensuring patients understand both the clinical need and the value of recommended care.
- Prepare accurate treatment plan estimates in coordination with the in-house insurance team, and clearly explain patient out-of-pocket portions, benefit coverage, and remaining annual maximums.
- Discuss and arrange financial options, including payment plans and third-party financing (e.g., CareCredit), so cost is never the sole barrier to care.
- Own the unscheduled treatment list — proactively follow up with patients who have diagnosed but unscheduled treatment and convert those opportunities into booked appointments.
- Partner closely with the doctor and clinical team on treatment sequencing, same-day dentistry opportunities, and warm handoffs from the operatory to the front.
- Track and report on case acceptance rate, treatment plan conversion, and average treatment plan value; develop and execute action plans to improve them.
Operations & Compliance
- Manage the day-to-day operations of the dental office, including scheduling appointments, overseeing staff, and ensuring compliance with HIPAA regulations.
- Develop and implement office policies and procedures to enhance operational efficiency.
- Maintain accurate patient records and ensure all medical terminology is correctly utilized in documentation.
- Ensure that all equipment is properly maintained and that the office environment is clean and welcoming for patients.
- Partner with our in-house insurance team to ensure smooth patient billing communication and resolve patient-facing billing inquiries (claims processing handled by the dedicated insurance team).
Practice Growth & Development
- Actively contribute to the growth of the practice by identifying opportunities to increase patient volume, improve retention, and expand services.
- Drive patient acquisition initiatives including community outreach, referral programs, and reactivation of inactive patients.
- Monitor key practice performance metrics (production, collections, patient retention, hygiene reactivation, case acceptance) and develop action plans to improve them.
- Identify operational bottlenecks and implement solutions that increase efficiency, capacity, and revenue.
- Champion the patient experience by continuously refining workflows, communication, and follow-up to build long-term patient loyalty.
Leadership & Team Development
- Provide training, coaching, and ongoing support to staff on office systems and procedures.
- Coach front desk team members on treatment presentation fundamentals and financial conversations.
- Foster a positive, collaborative team culture that aligns with our values and growth goals.
- Handle patient inquiries, complaints, and feedback in a professional manner to foster a positive relationship with the community.
- Stay updated on industry trends, regulations, and best practices in healthcare management.
Required Skills & Qualifications
- Minimum 2+ years of prior experience as a Dental Office Receptionist is required. Candidates without direct dental experience will not be considered.
- Demonstrated experience presenting treatment plans and financial arrangements directly to patients, with a track record of strong case acceptance.
- Comfort discussing money — able to have direct, warm, and confident conversations about cost, coverage, and payment options without becoming apologetic or evasive.
- Proficiency in Dentrix practice management software is required.
- Willingness and adaptability to learn new software platforms and tools as the practice evolves.
- Strong problem-solving skills — ability to anticipate issues, think critically, and develop practical solutions independently rather than waiting for direction.
- Growth mindset — proactively identifies opportunities to improve and expand the practice, not just maintain the status quo.
- Strong knowledge of dental office operations, including familiarity with dental clinic workflows.
- Working understanding of dental insurance concepts (PPO vs. Medi-Cal/Denti-Cal, annual maximums, frequency limitations, downgrades) sufficient to explain estimates to patients.
- Understanding of medical terminology as it relates to dentistry.
- Excellent organizational skills with keen attention to detail.
- Strong communication skills, both verbal and written, with the ability to interact effectively with patients, staff, and external partners.
- Leadership qualities that promote teamwork and a positive work culture within the office environment.
- Reliable transportation to our Santa Clara office.
Compensation & Benefits
- Base Salary: Starting at $28 per hour (commensurate with experience)
- Comprehensive medical, dental, and vision benefits
- Paid time off and holidays
- 401(k) with employer match
- Professional development and continuing education support
Why Join Us?
Join our dedicated team as we strive to provide exceptional dental care while fostering an environment of professionalism and compassion for our patients. With a dedicated insurance team handling claims, you'll be free to focus on the parts of this job that drive real impact — sitting with patients, presenting care they'll actually accept, leading a team, and growing the practice.
You'll be stepping into our established Santa Clara practice with a tenured team, proven systems, and the support of our centralized admin and insurance teams — giving you a strong foundation to lead from day one and the runway to make a lasting mark on the practice.
Job Type: Full-time
Pay: From $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Application Question(s):
- Are you able to work on Saturdays?
- What dental patient management system do you have experience with?
Language:
Work Location: In person
