Business Office Assistant, Orthodontics

Dental Depot DFW; Yukon (OK); On-site; USD 28,000 - 36,000; Full time

Job summary

Dental Depot DFW in Yukon, Oklahoma, is seeking a friendly Business Office Assistant to handle greeting patients, check-in/out, scheduling, insurance verification, and payments, while maintaining charts and correspondence. You will work with dental software and Microsoft Office, ensure HIPAA compliance, and support daily office operations.

No prior experience required; HS diploma or GED required; valid driver's license may be needed.

Qualifications

• High School Graduate or GED required.
• No prior experience necessary.
• Dental software experience preferred; Dolphin familiarity a plus; MS Office knowledge preferred.

Responsibilities

• Answer telephones and direct calls to the appropriate staff member.
• Schedule and confirm patient appointments.
• Receive and route messages or documents to the appropriate staff.
• Verify patients’ dental insurance coverage and complete eligibility forms.
• Collect patient payments in person and over the phone.
• Maintain medical records and correspondence files.
• Operate office equipment (phones, copiers, printers, scanners).
• Balance daily financial and patient records and assist with closing the office.

Skills

Accuracy

Analytical Skill

Communication Oral

Communication Written

Detail Oriented

Time management

Organized

Ethical

Initiative

Judgement

Education

High School Graduate or GED

Tools

Dolphin dental software

Microsoft Office (Word, Excel, Outlook, Teams)

Job description

Description

Position Summary

The Business Office Assistant performs business office duties, including greeting and assisting patients, checking patients in and out using management software, answering multi-line telephone systems, scheduling and confirming appointments by phone or online, and maintaining patient charts and correspondence. This role builds positive relationships with patients by communicating information efficiently, effectively, and courteously while providing a welcoming and professional patient experience.

Essential Functions

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

• Answer telephones and direct calls to the appropriate staff member while following company guidelines and established communication protocols.
• Schedule and confirm patient appointments.
• Receive and route messages or documents, such as laboratory cases and faxes, to the appropriate staff.
• Verify patients’ dental insurance coverage and complete the required insurance verification forms.
• Collect patient payments in person and over the phone.
• Maintain medical records and correspondence files.
• Operate office equipment, including multi-line phone system, copiers, printers, and scanners.
• Balance daily financial and patient records and assist with closing the office.
• Perform clerical and administrative functions, including maintaining office supplies.
• Stock office forms and ensure all forms are current, accurate, and professionally presented.
• Assist with opening the office as needed.
• Utilize effective conflict resolution and problem-solving skills to address interpersonal conflicts and patient concerns.
• Treat patients, visitors, and co-workers with respect, courtesy, and professionalism.
• Comply with all Dental Depot policies and procedures as well as OSHA and HIPAA regulations.
• Maintain regular and reliable attendance.
• Position may be required to relocate to other Dental Depot clinics either permanently or on a short-term basis due to office needs, on a as needed basis at the discretion of Management.
• Performs other duties and responsibilities as assigned by supervisors or management to support the needs of the office.

Qualifications

Position Qualifications

Education:

High School Graduate or General Education Degree (GED): Required

Experience:

No prior experience necessary

Certifications & Licenses:

None

Computer Skills:

Dental software experience is preferred, with familiarity in Dolphin considered a plus but not required. A working knowledge of Microsoft Office products, including Word, Excel, Outlook, and Teams, is also preferred but not required.

Other Requirements:

Must have a valid driver's license, proof of valid vehicle insurance and must have annual Motor Vehicle Record Check, as a condition of employment since employee operates Company owned vehicles or drives their own personal vehicle for company business purposes. Understands dental insurance benefits, Medicaid coverage, secondary insurance, and coordination of benefits. Proficient in using a 10-key or calculator and possesses a general understanding of Current Dental Terminology (CDT) codes.

Skills & Abilities

• Accuracy - ability to perform work accurately and thoroughly.
• Analytical Skill – ability to use thinking and reasoning to solve a problem.
• Business Acumen – ability to understand business concepts and issues.
• Communication Oral – ability to communicate effectively with others using the spoken word.
• Communication Written – ability to communicate in writing clearly and concisely.
• Detail Oriented – ability to pay attention to minute details of a project or task.
• Enthusiastic - ability to bring energy to the performance of a task.
• Tactful - ability to show consideration for and maintain good relations with others.
• Responsible - ability to be held accountable or answerable for one’s conduct.
• Working under pressure - to complete assigned tasks under stressful situations.
• Time management - ability to utilize available time, organize and complete work within given deadlines.
• Judgement - ability to formulate a sound decision using the available information.
• Organized - possessing the trait of being organized or following a systematic method of performing a task.
• Ethical - ability to demonstrate conduct conforming to a set of values and accepted standards.
• Motivation – to inspire oneself and others to reach a goal and/or perform to the best of their ability.
• Goal Oriented -to focus on a goal and obtain a predetermined result.
• Initiative - ability to make decisions or take actions to solve a problem or reach a goal.
• Honesty/Integrity -to be truthful and be seen as credible in the workplace.