Assistant Office Manager

Riccobene Associates Family Dentistry; Cary (NC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Job summary

Riccobene Associates Family Dentistry seeks an Office Manager Administrative Assistant to support the office manager with daily administrative tasks and to help keep the business running smoothly at our Cary, NC location. The role requires strong communication, organization, and the ability to influence others without direct authority.

You will collaborate with clinicians and front desk staff to manage patient flow, handle room turnover, insurance questions, and billing inquiries, while training

Qualifications

• Strong communication skills; able to influence without direct authority.
• Outstanding organization and time management abilities.
• Customer-service oriented with a friendly, approachable demeanor.
• Ability to manage competing priorities effectively and escalate issues as needed.
• Experience in a fast-paced dental front desk environment is a plus.
• Excellent telephone and in-person communication with patients and staff.
• Willingness to train others and work with a team to complete tasks.

Responsibilities

• Monitor patient flow and scheduling; ensure accurate appointment times.
• Assist with room turnover and instrument sterilization.
• Address minor patient complaints to protect satisfaction.
• Coordinate hygiene exams and assist doctors on timely completion.
• Communicate with patients and front desk when running behind schedule.
• Support staff with tx plans, insurance questions, and billing inquiries.
• Assist with pricing questions and promotions.
• Provide insurance verification support and PTO coverage.
• Train FD staff on SD, closing, check-out, and finance plans.

Skills

Strong communication

Influence without authority

Organization & time management

People skills

Customer service

Prioritization

Issue escalation

Independent thinking

Self-direction

Training others

Conflict management

Fast-paced environment

Front desk experience (dental)

Clear telephone communication

Job description

The primary role of the Office Manager Administrative Assistant is to provide administrative/clerical support to the office manager. He/she will provide daily support where necessary to ensure business operations are running smoothly. This will better allow the Office Manager to dedicate necessary time and attention to the strategic operational objectives for the location. This role will not have direct reports; however, strong influential skills are required to manage tasks with support of their co-workers.

KEY COMPETENCIES

• Monitor schedule (Patient flow, correct apt. times, seat patients)
• Periodic assistance for room turnover & instrument sterilization
• Address minor patient complaints
• Coordinate hygiene exams to assist doctors completing these in a timely manner.
• Ensure communication with patients and FD (front desk) when running behind schedule to mitigate patient dissatisfaction.
• Support clinical staff with creating, editing, and proper use of Tx plan in SD.
• Support clinical staff with insurance and account balance/billing questions
• Support staff with pricing questions
  • For example $99 specials, pan at $50, implant special, etc.
• Support and back-up for insurance verification (PTO coverage, same day LOE walk-in's)
• Provide training and direction to FD personnel on SD, closing, check-out, Finance plans, etc.
• Oversee proper balancing and close out of FD daily
• Liaise with Kevin for minor computer issues – use IT Procedure manual
• Ordering office supplies (Staples, coffee), and assist with review of clinical order invoices for approval
• Bank deposits or running necessary errands per direction of OM.
• Manage mail checks – review for accuracy & scan for collection person to post.
• Assist with posting of mail checks per OM discretion

QUALIFICATIONS

To successfully perform the job responsibilities for the position of Office Manager Administrative Assistant, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required but are not necessarily all inclusive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential requirements.

• Strong communication skills
• Ability to influence without having direct authority
• Outstanding organization & time management skills
• Outgoing, approachable personality
• High level of customer service
• Ability to manage priorities
• Ability to elevate issues to Office Manager immediately when needing assistance
• Ability to demonstrate independent thinking as well as a teamwork approach to job responsibilities
• Ability to be self-directed
• Ability to train others
• Ability to manage difficult situations
• Experience working in a fast-paced environment
• Experience in front desk (dental)
• Has excellent telephone techniques and can communicate clearly with patients, customers, clients, and team members in person and on phone conversations

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance