Bilingual Patient Service Representative (Waukegan)

Orthodontic Experts Management LLC; Waukegan (IL); On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Paid Time Off

401(k)

Bonuses

Travel opportunities to sister clinics

Job summary

Orthodontic Experts Management LLC is seeking a Patient Service Representative in Waukegan, IL. You will greet patients, answer calls, manage the front desk, and handle registrations with HIPAA awareness.

The role includes scheduling, payments, and supporting clinical staff as needed. The ideal candidate will have 3+ years in customer service, 2+ years in patient-facing work, proficiency with Microsoft Office, and strong problem-solving and communication skills.

Qualifications

• Minimum high school diploma or GED required.
• Strong customer service and communication skills expected.
• Bilingual Spanish proficiency is required.

Responsibilities

• Welcome visitors and provide information and assistance at the front desk.
• Answer incoming calls and manage the front desk operations.
• Collect patient information and assist with registrations and forms.
• Process payments and schedule follow-up appointments.
• Maintain clean reception area and handle emails and reports.

Skills

Customer service

Bilingual Spanish

Communication skills

Microsoft Office

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

Description

About us:

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With over 30 locations across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you are seeking an opportunity to grow your career in a purpose-driven, patient-centered organization, we encourage you to apply.

Job Description:

As a Patient Service Representative, you will be responsible for providing a warm welcome to all visitors and providing them with the necessary information and assistance they need. You will also be responsible for answering incoming calls, managing the front desk, and providing general administrative support

Tasks include but are not limited to:

• Answer all phone calls.
• Listen and return all voicemails left in front of office phones.
• Check-in new and existing patients and let the clinical staff know that the patient has arrived.
• Collect all necessary patient information for new patients (Patient registration form, Medical History Form, HIPAA privacy notice)
• Check out patients (collect payments, make next appointment)
• Handle questions and provide information to walk-in patients.
• Maintain comm-log up to date with all necessary patient/parent communication information.
• Review the daily schedule of the clinic for any changes.
• Check the daily schedule in advance and fill in any open spots with bondings/adjustments/new patient consultations at least two days prior. Adjust clinic hours based on the schedule.
• Review for Bonding approvals
• Check if all bondings are Approved and Active with insurance (the day before & day of the appointment).
• Understand cancellation policy and reiterate it to patients.
• Print end of the day reports.
• Maintain office/reception area cleanliness.
• Check and reply to all office emails
• Check collected payments against the report and check all credit card transactions.
• Call patients with outstanding balances
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks.
• Participate in Marketing events
• Cash handling
• Other tasks as assigned

Requirements

• High school degree or GED equivalent
• 3 years of customer service experience
• 2 years of patient service experience
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access.)
• Excellent problem solving and de-escalation skills.
• Excellent written and verbal communication skills
• Bilingual - Spanish

Working Hours/ Location:

• Monday – Wednesday 8:45am – 5:00pm
• Thursday - Friday 6:45am – 3:00pm
• 2 Saturdays per month
• Two 9:45am- 6:00pm Shifts per month
• 2410 Washington St , Waukegan IL 60085
• Travel to Mundelein, Mount Pleasant

Benefits (for our full-time employees)

• Paid Patient Service Representative Training
• Travel Pay (when traveling to sister clinics farther than 15 miles away from base clinic)
• Medical, Dental, Vision, and Life Insurance
• Short-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Paid Time Off
• Identity Theft Protection - LifeLock
• MetLaw
• Pet Insurance
• Free and discounted Orthodontic Treatment
• Monthly Bonuses