Business Assistant role with High Point Dentistry
About the Role
We are seeking a highly organized, detail-oriented, and proactive Business Assistant to support our Chief Operating Officer (COO) and assist with the day-to-day operations of our growing dental organization. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple projects, and is passionate about helping teams succeed through organization, accountability, and operational support.
The Business Assistant will work closely with leadership, office managers, and doctors to help coordinate training initiatives, monitor operational performance, support compliance efforts, manage reporting, and assist with special projects across multiple locations.
Requirements
- Strong organizational and time management skills
- Excellent communication and interpersonal abilities
- Ability to manage multiple priorities and deadlines simultaneously
- Strong analytical and problem-solving skills
- Proficiency with Microsoft Office and Google Workspace
- Ability to handle confidential information with professionalism and discretion
- Dental industry experience preferred but not required
- Experience with Open Dental preferred but not required
- Knowledge of HIPAA compliance and dental office operations preferred
- Willingness to travel to Chicago, Elgin and Schaumburg offices as needed
What We Offer
- Paid Holidays
- 401(k)
- Paid Time Off (PTO)
- Unlimited Time Off (UTO)
- Free Dental Benefits
- Free Basic Life Insurance
- No weekends – consistent Monday–Friday schedule
- Opportunity for growth within a rapidly expanding dental organization
Key Responsibilities Administrative & Operational Support:
- Provide direct administrative and operational support to the COO
- Coordinate meetings, schedules, and project deadlines
- Prepare reports, presentations, and meeting materials
- Track action items and ensure follow-up on assigned initiatives
- Assist leadership with special projects and company-wide initiatives
- Coordinate communication between offices and departments
Staff Development & Training
- Assist with creating and maintaining training programs
- Monitor onboarding progress for new hires
- Coordinate training sessions and employee development activities
- Conduct weekly check-ins with new employees as directed
- Review analytics and performance metrics
- Conduct monthly check-ins with remote team members
- Monitor progress, efficiencies, and training completion
Quality Assurance & Risk Management
- Assist with quality assurance initiatives and office compliance monitoring
- Identify operational inefficiencies and report findings to leadership
- Monitor inventory utilization and help reduce over-ordering
- Ensure office protocols and company standards are being followed
- Run and review procedures-not-billed reports
- Assist with management of online scheduling systems, including Zocdoc
- Support HIPAA compliance efforts across all offices
- Conduct call audits and monitor patient communication quality
- Review deposit sheets and operational reporting
- Monitor outstanding insurance claims and claims aging reports
- Assist with KPI tracking and reporting
- Coordinate monthly KPI meetings and reporting materials
Continuing Education & Credentialing
- Coordinate continuing education opportunities for team members
- Assist with provider credentialing and recredentialing processes
- Maintain provider and insurance carrier information
- Assist with updating fee schedules and credentialing records
- Support annual insurance fee negotiations
- Help maintain relationships with insurance representatives
Business Operations & Growth Support
- Update KPI reports and performance tracking tools
- Assist with vendor setup for new office locations
- Coordinate ordering and operational setup for office openings
- Support community outreach initiatives and Free Dental Day events
- Assist with permits, licensing, and regulatory requirements
- Coordinate office meetings, leadership meetings, and doctor meetings
- Support office managers and leadership teams with operational initiatives
- Track project timelines and ensure assigned tasks remain on schedule
Patient Recall & Retention
- Monitor patient recall systems and reporting
- Ensure recall processes are being followed consistently
- Assist with patient retention and reactivation initiatives
- Evaluate retention performance and identify opportunities for improvement
- Generate KPI reports and operational summaries for leadership
Why Join Us?
You'll be part of a growing, team-centered dental organization committed to excellence, accountability, and patient-first care. As a Business Assistant, you'll play a vital role in supporting leadership, improving operational efficiency, and helping our teams provide exceptional service to our patients and communities. This position offers a unique opportunity to gain exposure to all aspects of dental operations while contributing directly to the organization's continued growth and success.
Pay: From $23.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
