Dental Office Assistant

Heartland Dental; Muskego (WI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Retirement savings plans

6 paid holidays

Paid time off

Job summary

ForwardDental – Muskego – Janesville is seeking a friendly Business Assistant to join our front office team. You’ll greet patients, answer phones, schedule appointments, and support the day-to-day operations of a busy dental office.

This role offers opportunities to learn Dentrix and other dental software, collaborate with providers, and help patients navigate insurance and payments. Heartland Dental backs a welcoming culture with benefits, ongoing training, and growth potential in a stable

Qualifications

• Experience in fast-paced, customer-centric environment preferred.
• Excellent communication and organizational skills required.
• HIPAA awareness and handling of PHI as needed.

Responsibilities

• Greet and assist patients to create a welcoming first impression.
• Answer phones, manage front office communications, and schedule appointments.
• Coordinate with providers and insurance companies; process payments and postings.
• Assist with insurance claims, verification of benefits, and coverage explanations.
• Use Dentrix for scheduling, records, and eligibility verification.
• Support daily front office operations and maintain organization.

Skills

Customer service

Organizational skills

Communication

Team-oriented

Willingness to learn

Tools

Dentrix

Dental software

Job description

Business Assistant

ForwardDental – Muskego – Janesville is looking for a Business Assistant to join our front office team.

If you’re a people person who enjoys staying organized, helping others, and learning new skills, this could be a great opportunity. We’re open to candidates from a variety of backgrounds, including those who are new to the dental field and ready to learn.

Schedule

Monday through Thursday, 7:00 AM–5:00 PM

What we’re looking for

• Is friendly and enjoys working with people
• Is organized and able to manage multiple priorities
• Has strong communication and customer service skills
• Is dependable and team-oriented
• Is willing to learn and try new things
• Is comfortable working in a busy office environment

Previous dental experience is welcome but not required. We’re willing to consider someone who has the right attitude and is excited to learn.

About The Role

As a Business Assistant, you’ll help create a welcoming experience for patients while supporting the day-to-day operations of the dental office. Responsibilities may include greeting patients, answering phones, scheduling appointments, assisting with patient communication, and helping keep the front office organized and running smoothly.

Why ForwardDental?

ForwardDental is part of a Heartland Dental supported network of offices. Each supported office is unique to the community and patients it serves while receiving non-clinical administrative support from Heartland Dental.

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 – Muskego – Janesville

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

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.