We are seeking a Business Office Associate to join our team!

Full time, Monday - Friday!

Position Summary:

Business Office Associate is responsible for all front office activities including but not limited the following: answers high volume of phone calls on a day-to-day basis while providing exceptional customer service. Calls will be pertaining to patients’ questions, vendors, hours of operation, insurance, payments, and more. Greet visitors, walk-ins, and scheduled patients upon arrival. Check-in patients and process payments of patients when checking out. Responsible for scheduling patients and calling patients regarding appointment reminders. Assists with pulling files in preparation for future patient appointments and filing charts away at the conclusion fo current appointments. Prepare billing documents and record amounts due. Follow up with missed appointments by contacting the patients who did not show. Utilize the computer software system and other tools. Other duties as assigned.

Job Responsibilities:

• Provide above and beyond customer service to our patients

Call Center:

• Answer a high volume of up to 80 - 120 calls on a daily basis; everyday is a little different regarding the flow of phone calls.
• Answer a variety of questions regarding services, insurance, payments, and hours of operation to patients
• Call patients for scheduled appointment reminders and to schedule appointments of openings
• Transfer calls accordingly throughout the department and other locations
• Forward appropriate calls to billing and mail statements
• Track and document calls made throughout the day in a call log
• Utilize resources, tools, and computer software to locate information pertaining to patients’ calls

Check-In:

• Greet visitors, walk-ins, and scheduled patients upon arrival.
• Direct and inform patients of the check in process
• Assist scheduled patients with checking-in on the kiosks. Sanitize kiosks after every use.
• Verify patient information needed is entered correctly in the system; notify patient if information is missing while waiting for their appointment
• Input walk-in patient information into Open Dental software system
• Schedule future appointments as requested with patients

Chart Audits and Routes:

• Verify patient charts are correct and information is entered correctly on the patients’ chart.
• Verify Doctors’ signature is on the chart
• Notify correct personnel regarding changes to chart.

File:

• Pull patient files relative to scheduled patients to assist with flow of patient care
• Place patient files alphabetically when clinic staff is finished utilizing the file
• Physically give patient files to clinic staff upon request when needed
• Answer questions about records or files among staff
• Lock files at the end of the day and perform other office closing duties

Check-out:

• Receive and process payments of patients from Finance by cash, check, credit cards
• Process one-time payments from patients taken from Patient Calls Specialists
• Follow up with treatment plans and verify and or make notes in the Open Dental system
• Pull charts for the next two days scheduled patients to make available for clinic staff

Other functions:

• Gather charts and medical file information of patients
• Contact patients who did not show for an appointment to re-schedule
• Assist with answering phone line of patients, perform various data entry or word processing tasks
• Input patient information into Open Dental software system regarding scheduling an appointment or make changes of scheduling per the phone call
• Interact with other departments including clinical staff
• Answer questions or concerns of patients utilizing the Open Dental software systems and other resources when needed
• Maintain confidentiality and follow HIPAA guidelines
• Assists with other projects and duties as assigned