Business Office Assistant

Heartland Dental; Stafford (VA); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Full benefits package

Quarterly bonus potential

Training & CE classes

Job summary

Embrey Mill Dental Care, a Heartland Dental Supported Practice, is seeking a Full-Time Business Office Assistant in Stafford, VA. You will support front office operations and ensure a patient-centered experience in a collaborative team.

The role emphasizes strong communication, attention to detail, and willingness to learn Heartland Dental systems such as Dentrix. Benefits include health insurance, PTO, and training opportunities.

Qualifications

• High School Diploma or GED required; training provided.
• Experience with dental front-office duties is helpful.
• Knowledge of Dentrix or similar dental software preferred.

Responsibilities

• Greet and welcome patients entering the office.
• Manage front desk duties: phones, mail, emails, patient communication.
• Schedule appointments using Dentrix and coordinate multiple providers.
• Process insurance claims and follow up on benefits and payments.
• Educate patients on treatment costs and options.
• Support team with administrative tasks and HIPAA compliance.

Skills

Customer service

Communication

Teamwork

Organizational skills

Dentrix software

Microsoft Office

Education

High School Diploma/GED

Willing to Train

Tools

Dentrix

Microsoft Office Suite

Outlook

Teams

Job description

Business Office Assistant Career Opportunty, Stafford, VA

Join Embrey Mill Dental Care—Thrive with a Team that Values Collaboration, Communication & Community!

Expected Full-Time Work Schedule/Hours

• Monday-Thursday, 8:30am-5:30pm
• Friday, 8:30am-4:00pm
• Saturday, 7:30am-1:00pm

Role Offers

• No Nights or Weekends – Enjoy a healthy work-life balance
• Full Benefits Package – Including health insurance, retirement plans & PTO
• Quarterly Bonus Potential – Rewarding hard work & dedication
• Business Office Assistant Academy Training & CE classes included – We invest in your growth!

Embrey Mill Dental Care, a Heartland Dental Supported Practice and a "Growing Patient-Focus Doctor Office" is looking for a Full-Time Business Office Assistant to join our team.

Supporting our front office as a Business Office Assistant, you’ll be surrounded by camaraderie and partnership - where patients come first, and continuous learning is encouraged! Hard-working and motivated, the successful candidate will bring a passion for helping our team provide the best patient care to the communities they serve.

About Facts About Embrey Mill Dental Care

• Become a key member of a 10-person team that values autonomy, respect, skill utilization, and modern technology
• Our office is fun, goal‑driven, solutions‑focused, and committed to transparent feedback and growth.
• Office Location: 1610 Publix Way, Stafford, VA 22554 - Suite 1220
• Expected Full-Time Work Schedule/Hours:
  • Monday-Thursday, 8:30am-5:30pm
  • Friday, 8:30am-4:00pm
  • Saturday, 7:30am-1:00pm
  • Hours Subject to Change

Fun Facts About Embrey Mill Dental Care

• We Celebrate Successes of All Sizes
• Birthdays & Work Anniversaries Matter
• Team Outings Keep Us Connected
• We Give Back to the Community

Who is Heartland Dental?

Heartland Dental is the nation's largest dental support organization, providing non-clinical administrative support services to more than 3,100 supported doctors across 39 states and the District of Columbia in over 1,900 dental offices. Each Heartland Dental supported office is unique to the community and the patients they serve. Supported doctors are the leaders of their practice and retain clinical autonomy. All Heartland Dental supported doctors are united by a common goal: delivering the highest quality dental care and experiences to the communities they serve.

Why Heartland Dental?

Heartland Dental believes that to provide exceptional lifetime care for patients, we must hire and grow team members who will support the business and clinical needs of each supported dental office and foster a strong team building culture. As a Business Office Assistant, you’ll work in an environment that encourages learning, team cohesion, and puts patients first.

Heartland Dental was recently recognized by Newsweek for two awards: America’s Greatest Workplaces and America’s Greatest Workplaces for Diversity in 2024. These prestigious honors come after the organization was reviewed among 1.5 million large and mid-sized companies in a nationwide study and achieved a 5-star rating for both awards.

What You’ll Gain

• Career Stability & Growth: Join a secure company with over 25 years of industry-leading experienced an unlimited opportunities for advance.
• Comprehensive Benefits: Health, Dental & Vision Insurance, College Savings & Retirement Savings Plans, 6 paid holidays, and paid time off (PTO).
• Trainining & Development: Front-loaded education and training to help you grow and reach your full potential from day one; Heartland Dental University & CE Classes
• Flexible Pay Access: Enjoy the convenience of on-demand Daily Pay to access your earnings when you need them.
• Bonus Potential: Employee Referral & Quarterly Bonus

More about the role

• Greet and welcome patients as they enter the office to create a great first impression of our team
• Manage front office duties, including answering phones, checking office mail and email, communicating with patients and insurance companies
• Utilize Dentrix for patient scheduling and records
• Schedule and confirm appointments for multiple providers in the office
• File patient insurance claims and follow up on outstanding claims, verification of benefits and explanation of coverage
• Post insurance and patient payments and process accounts receivables
• Review treatment plan fees and payment options with patients
• Partner with the providers and team to implement Heartland Dental systems to optimize office potential

Required Education & Experience

• High School Diploma/GED
• Willing to Train

Dental Knowledge, Software & Experience

• Working knowledge of dental procedures and terminology
• Dentrix or other dental software experience
• Microsoft Office Suite, Outlook & Teams Experience

Team & Culture Fit

• Collabroative team player who thrives in supportive, family-like environments
• Dedicated, dependable with a positive attitude and service-oriented mindset

Business & Professional Skills

• Experience working in a fast-paced and customer-centric environment
• Strong communication, organization, and multitasking abilities
• Adaptable to changing workflows and team dynamics
• Detail-oriented with a proactive approach to problem-solving
• Excellent communication, organizational, and multi-tasking skills

Compliance & Confidentiality

• The position will have access to minimum PHI necessary for performing job-related functions; regular HIPAA training, aligning with the specific role and responsibilities, will be required; and the individual will need to protect PHI and maintain data safeguards.

Physical Requirements

• Ability to perform essential duties satisfactorily with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the position
• Prolonged periods sitting and standing
• Must be able to lift and carry up to 45 pounds at times
• Availability to attend virtual training sessions (or in-person) periodically throughout the year

TB Test Requirement

• As part of our commitment to maintaining a safe and healthy environment for both team members and patients, a tuberculosis (TB) test is required for all new hires in dental office positions. This is a standard requirement for dental office roles and must be completed prior to starting employment. The test will be arranged during the pre-employment process, and any necessary guidance or paperwork will be provided. Not applicable in the state of FL & TN.

At Heartland Dental, we’re committed to living our core values which promote diversity and inclusion. We provide all employees and applicants for employment the protections of federal, state, and local laws affording equal opportunity in employment.