Dental Office Assistant

Heartland Dental; Janesville (WI); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid holidays

Paid time off

Daily Pay

Job summary

Heartland Dental–Jan esville, a ForwardDental office, is hiring a Business Assistant to support front desk operations, scheduling, patient payments and insurance coordination. You will join a tight-knit team of 11 in a one-doctor practice, with a Monday–Friday, 38–40 hour schedule and a competitive starting pay.

You'll gain hands-on training, room for growth, and a supportive environment focused on patient-first care and team collaboration.

Qualifications

• Experience in a fast-paced, customer-focused environment is preferred.
• Dental office experience is a plus but not required.
• Ability to handle multiple priorities with accuracy and a friendly tone.

Responsibilities

• Greet patients and check them in/out.
• Answer a busy phone line and schedule appointments.
• Keep the schedule full and running on time.
• Collect payments and explain treatment and insurance.
• Support doctor and clinical team to keep the day moving.
• Manage multiple tasks without compromising service.

Skills

Reception/front desk

Fast-paced environment

Quick learner

Strong work ethic

Clear communication

Tools

Dentrix

Job description

Business Assistant

Dental Office Assistant – Business Assistant ForwardDental – Janesville | Janesville, WI

ForwardDental – Janesville, a one-doctor office in growing Janesville, WI with a close-knit team of 11, is looking for a Business Assistant to join us.

Are you at your best when the day moves fast?

Our office is busy, and we're honest about that. The pace isn't for everyone. We need someone who likes being busy, works hard and takes pride in keeping the front desk running smoothly, even on the busiest days. If you want a job where time flies and you're always learning, this could be the right fit.

What you'll do:

• Greet patients warmly and check them in and out
• Answer a busy phone line and schedule appointments
• Keep the schedule full and running on time
• Collect payments and help patients understand their treatment and insurance
• Help the doctor and clinical team keep the day moving
• Handle several tasks at once without losing accuracy or a friendly tone

Who we're looking for:

• Receptionist, front desk or customer service experience (dental experience is a plus, not required)
• Proven ability to handle a fast-paced environment and several priorities at once
• A quick learner who picks up new systems and processes fast
• A strong work ethic, dependable and willing to pitch in wherever needed
• Positive, professional and clear when talking with patients and teammates

Schedule:

• Monday – Friday
• 38–40 hours per week
• No weekends

What we offer:

• $20.00 – $23.00/hour, based on experience
• Full-time hours with a consistent weekday schedule
• Paid training and room to grow
• A supportive team of 11 who work hard together

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 Assistant, you’ll work in an environment that encourages learning, team cohesion, and puts patients first.

Supporting our front office as a Business 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.

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.

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

What You’ll Gain

• Competitive benefits including health insurance, retirement savings plans, six paid holidays, and PTO (paid time off)
• Front loaded education and training, providing you the opportunity to develop to your full potential
• Opportunity to be a part of a secure company with 20+ years of industry leading experience that provides a stable career with unlimited growth potential
• Access to on-demand Daily Pay

About ForwardDental – Janesville

ForwardDental – Janesville, like each Heartland Dental supported office, is unique to the community and the patients they serve.

• Join an 11-person team that thrives on collaboration, communication and community
• Located in Janesville, a welcoming Rock River community known as "Wisconsin's Park Place," with an easy drive to Madison, Milwaukee and Rockford
• A one-doctor office with a Monday–Friday schedule, where your work makes a real difference every day

Minimum Qualifications

• Experience working in a fast-paced and customer-centric environment
• Excellent communication and organizational skills
• 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.

Preferred Experience

• 1+ years of experience in a dental or medical setting
• 1+ years of experience with insurance billing and accounts receivable
• Dentrix or other dental software experience

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 at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
• Availability to attend virtual training sessions (or in-person) periodically throughout the year
• 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 state of FL & TN.

Who is Heartland Dental?

Heartland Dental is the nation's largest dental support organization, providing non-clinical administrative support services to more than 3,000 supported doctors across 39 states and the District of Columbia in over 1,800 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.

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.