TORRADO DENTAL JOB DESCRIPTION
Front Office Associate
Department
Front Office
FLSA Status
Non-Exempt
Pay Range
$20.00 to $26.00
Work Location:
Rochester, NY, In-person
Work Schedule:
Full-Time, Monday through Friday from 8 am to 5 pm
Reports to:
Dr. Torrado
Supervises:
N/A
JOB SUMMARY
Torrado Dental is seeking a dynamic and organized Front Office Associate to join our team! This vital role serves as the first point of contact for visitors, clients, and staff, ensuring a welcoming and efficient front desk experience. The ideal candidate will possess excellent communication skills, strong organizational abilities, and someone who takes initiative with a proactive attitude to manage daily office operations seamlessly. This paid position offers an exciting opportunity to contribute to a professional environment where customer service and administrative excellence are valued and celebrated.
ESSENTIAL FUNCTIONS
Reception:
· Greet any visitors, patients, and staff with professionalism and warmth, creating a positive first impression.
· Requests patient identification, identifies healthcare provider to be seen, and obtains signatures as needed
· Identifies and assesses patients' special needs (e.g., interpreters, transportation, wheelchair, etc.)
· Monitors reception area to assure patient needs are met and updates patients regarding waiting time for the provider every 15 minutes.
· Protects Personal Health Information (PHI) for patients as indicated by HIPAA regulations.
· Assures cleanliness and order in the waiting room, lobby, halls and bathroom.
Customer interaction:
· Prioritizes customers/patients above all else, assesses the urgency of a situation and determines the routing for the patient, calling the appropriate person to resolve situation.
Registration:
· Collects patient personal and financial information in an efficient, customer-oriented manner, and asks specific questions of patient to verify information accuracy in order to establish a billable account.
· Enters information into the electronic medical record and patient access and revenue cycle system. Requests patient e-mail, Pharmacyand address for confirmation purposes. Assures completion of all appropriate forms by patients.
Appointment Scheduling:
· Schedules new and return visits using the electronic medical record, monitors schedules making sure there are no duplicate appointments
· Process referrals
· Registers patients for next follows-up missed appointments and cancellations and completes any correspondence or forms involved with appointment scheduling, (e.g.,clearance)
· Schedules interpreters and/or outside services to meet patient’s needs (e.g., transportation), assuring patient satisfaction with visit prior to discharge from the area.
· Prints After Visit Summary at check-out when appropriate.
· Collect patient payments and reconcile any discrepancies.
· Close out Payments for day and Lock cash cabinet.
Telephone Management:
· Manage multi-line phone systems, directing calls accurately and courteously while providing exceptional customer support.
· Answers phone in a timely and courteous manner. Manages incoming clinic calls. Provides information to patients in order to minimize the need to distribute the telephone call, forwards calls, and takes messages.
· Print forms needed (NP Packet, HH, FA, Hipaa, Covid) and have them listed in appointment at least two days ahead of schedule.
OTHER DUTIES
· Print routers and TX plans for next day
· Asses any need for pens, business cards, print cartridge (Office Supplies)
· Fill all openings for next day or cancellations same day.
· End of day make sure computers and lights are off and front doors are locked.
SUPERVISORY DUTIES
· N/A
EDUCATION & EXPERIENCE
· Must have a High School Diploma or GED.
· 2+ years of experience in a Front Office role.
· A Certificate or Associate's Degrees in Medical Office Administration, Dental Assisting, or Business Administration, preferred.
· Experience with Dental Terminology, Practice Management Software (Open Dental), Medical Billing/Insurance, HIPAA Compliance, and Customer Service, strongly preferred.
KNOWLEDGE, SKILLS & ABILITIES
- Proven experience in office administration or clerical roles with strong organizational skills.
- Excellent computer literacy including proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications.
- Familiarity with multi-line phone systems, data entry, filing, and basic bookkeeping using QuickBooks is highly desirable.
- Strong customer service skills with professional phone etiquette and the ability to handle inquiries efficiently.
- Bilingual abilities are a plus to effectively communicate with diverse clients and visitors.
- Prior experience as a receptionist or personal assistant in a professional setting is preferred.
- Demonstrated ability to multitask effectively while maintaining attention to detail and proofreading accuracy.
PHYSICAL DEMANDS & WORK ENVIRONMENT
Physical Demands:
The below represents duties that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
· This role primarily requires prolonged periods of sitting at a desk and working on a computer (often cited as 80% of the time), but also involves frequent standing, walking, bending, stooping, squatting, and reaching.
· Lifting and Carrying: Occasional light to moderate lifting is necessary, typically involving up to 15-35 pounds for tasks such as handling office supplies or accepting equipment deliveries.
· Dexterity and Vision: Exceptional hand dexterity and typing skills are required for computer use and operating office machines. Specific vision abilities, such as close vision and the ability to adjust focus, are needed to read documents and computer screens.
· Communication: Must be able to hear and communicate comfortably and clearly with patients and staff both in person and over the telephone.
Work Environment:
The work environment for a dental front office coordinator is a professional, fast-paced medical/dental office or clinic setting. Key characteristics include:
· Noise Level: The noise level is usually moderate, owing to general office activity and the operation of dental equipment in adjacent clinical areas.
· Interactions: There is frequent interaction with patients, doctors, and other staff members. The coordinator must maintain a professional demeanor, even under pressure or when dealing with anxious or ill patients.
· Potential Exposures: While the front office is separate from the direct clinical area, there is occasional potential exposure to conditions common to a clinical environment, such as communicable diseases, blood or body fluids, toxic substances (e.g., cleaning chemicals), and low-level radiation from X-ray equipment.
· Safety and Regulations: Adherence to strict safety guidelines and confidentiality standards (HIPAA and OSHA) is a critical part of the job.
· Pace: The role involves managing multiple tasks concurrently, including heavy phone volume, scheduling, and patient flow management, which can make for a fast-paced environment.
Pay: $20.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
