About Grove Hill Dental
Grove Hill Family Dental is a patient-centered, health-focused dental practice in Hayward, CA. Our practice specializes in comprehensive family dentistry and sleep apnea treatment through oral appliance therapy. We believe that great dental care goes beyond teeth. We help patients sleep better, breathe better, and live healthier.
Job Overview
The Front Office Administrator serves as the operational hub of our practice. We are seeking an energetic and detail-oriented Front Office Administrator to join our dynamic dental practice team. This vital role involves managing the front desk operations, providing exceptional patient service, and ensuring smooth administrative workflows. The ideal candidate will be a proactive communicator with strong organizational skills, capable of handling multiple tasks efficiently while maintaining a welcoming environment for patients and staff alike. Your contributions will directly impact the patient experience and the overall efficiency of our clinic.
Job Functions
Patient Experience & Scheduling
- Greet and welcome all patients warmly; maintain a positive, professional front office environment.
- Manage and optimize the daily appointment schedule to maximize production and minimize gaps.
- Develop and implement new patient intake protocols and patient reengagement strategies.
- Manage the recall system and on-call list to fill cancellations and no-shows promptly.
- Prepare and distribute thank-you notes to patients and referring practitioners.
Insurance & Billing
- Verify and update patient dental benefit information prior to appointments; educate patients on their coverage.
- Submit insurance claims, pre-authorizations, and attachments accurately and in a timely manner.
- Apply correct CDT procedure codes and diagnoses to all claim submissions.
- Manage accounts receivable: over-the-counter collections, patient statements, insurance follow-up, and delinquent account resolution.
- Establish and monitor patient payment arrangements when needed.
Treatment Coordination
- Conduct financial consultations with new and existing patients when treatment plans are presented.
- Present treatment options clearly and compassionately, supporting case acceptance.
- Monitor patient referrals to specialists and external practitioners.
Records, Compliance & Office Operations
- Ensure all patient records are accurate, complete, and maintained in strict compliance with HIPAA.
- Ensure all required compliance postings are current and visible in the office.
- Adhere to all established practice policies, protocols, and goals.
- Administer proper opening and closing procedures for the practice each day.
- Maintain front office supplies and petty cash; balance petty cash log regularly.
- Maintain an orderly and professional front office and reception area at all times.
- Maintain regular, predictable attendance.
Minimum Qualifications
- 3-5 years of front office dental administrative experience required.
- Proficiency in Dentrix dental practice management software strongly preferred.
- Solid working knowledge of dental insurance billing, CDT coding, and claims submission.
- Strong treatment planning presentation skills.
- Outstanding written and verbal communication skills.
- Ability to perform detail-oriented work according to established formats and protocols.
- Ability to multitask and prioritize effectively in a busy single-provider office.
- Current basic life support (CPR) certification preferred.
Preferred Qualifications
- Experience with dental sleep medicine billing (oral appliance therapy, sleep apnea codes) a strong plus.
- Bilingual Ability (English/Spanish) Strongly Preferred: Our patient community in Hayward includes a significant Spanish-speaking population. Candidates who are fluent in both English and Spanish are strongly encouraged to apply.
Join us in creating a positive patient experience while supporting the efficient operation of our dental practice. We value energetic professionals committed to delivering outstanding service in a collaborative environment!
Pay: $30.00 - $37.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
