Oral Surgery Office Receptionist/Assistant

Front Office

PRIMARY RESPONSIBILITIES:

Responsible for maintaining appearance and order of oral surgery office, patient scheduling and patient management. Administering the day-to-day activities of the office, including: management of the office management software and computer system, the records of patients, and staff; scheduling of patients; accounts receivable and payable; inventory control; and recall.

Assist the doctor with other tasks as assigned.

SPECIFIC DUTIES

Reception Management

Open and close oral surgery office according to office protocol

Check the daily schedule for accuracy and provide schedule to oral surgery team as appropriate

Answer and respond to telephone calls with professionalism

Maintain a professional reception area/office (organize patient education materials and magazines, straighten up the facility.)

Understand and comply with oral surgery office HIPAA compliance

Manage compliance with OSHA, state and federal regulations

Manage patient financial accounts

Manage the hiring and ongoing performance of staff

Patient Management

Oversee patient relations

Receive patient complaints and respond as directed by the doctor

Explain office policy to patients

Monitor patient relations through periodic patient satisfaction surveys Manage recall and inactive patient system

Confirm upcoming appointments by telephone

Schedule patients for efficient use of doctor and staff time

Check patient back-up list to try to fill in cancellation and no-show appointment times

Collect payment from patients at time of treatment

Schedule follow-up appointments as directed

Records Management

Ensure that HIPAA Notice of Privacy Practices is on display

Arrange for OSHA and risk management seminars

Maintain staff employment records

Update and maintain employee office manual

See that records are stored securely and handled in compliance with legal requirements, including HIPAA regulations

Accurately file patient information

Arrange patient charts and radiographs for the next day’s appointments

Track cases and referrals to and from other doctors Insurance

Keep patients’ insurance information up to date

Submit treatment plans for predetermination of benefits

Prepare claim forms for patients with oral surgery insurance

Correspondence

Sort, organize, and distribute mail

Prepare and send out new patient and referral thank-you letters

Prepare and send out continuing care notices on the 15th of each month

Prepare and send out correspondence as directed by the doctor or office manager

Office Participation

Be an active participant in team meetings

Perform other tasks as assigned by the doctor

Interpersonal

Good interpersonal skills to maintain effective rapport with patients, doctors, other staff members, and community

Effective verbal skills to communicate with patients and staff

PERSONNEL REQUIREMENTS

Educational/Experience

High school diploma or equivalent

Oral surgery practice experience preferred

Working knowledge of computers for word processing, insurance claims processing and records management (list computer software experience required including any specific oral surgery software)

Knowledge or experience in staff management

Other

Excellent communications skills

Conflict resolution experience

Customer service or patient relations experience

Able to communicate all concerns to the doctor