Dental Office Assistant - Business Assistant

Heartland Dental LLC; Muskego (WI); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid holidays

PTO

Job summary

Family Dental Care of Muskego, supported by Heartland Dental, seeks a seasoned Business Assistant to ensure smooth front-office operations and a positive patient experience. You will greet patients, schedule appointments, answer phones, verify benefits, and assist with financial discussions and payments.

The ideal candidate has 2–3 years of relevant experience, dental office exposure preferred, and proficiency with Dentrix.

Qualifications

• 2–3 years of relevant experience
• Previous dental office experience preferred
• HIPAA awareness and handling PHI securely

Responsibilities

• Greet and check in patients
• Schedule and reschedule appointments
• Answer phones and respond to patient questions
• Verify insurance benefits
• Support treatment planning and patient financial discussions
• Collect patient payments
• Maintain accurate patient information
• Use Dentrix for scheduling, charting, and front-office tasks
• Help keep the office organized and welcoming

Skills

Dental office experience

Customer service

Communication

Organization

Multi-tasking

Team player

Tools

Dentrix

Job description

Business Assistant

Family Dental Care of Muskego is looking for an experienced Business Assistant to join our team.

We’re looking for someone who enjoys working with patients, stays organized in a busy office, and can help keep the front office running smoothly. Dental office experience is strongly preferred, and the ideal candidate will have 2–3 years of related experience.

Schedule

• Monday: 7:30 AM–3:30 PM
• Tuesday: 7:30 AM–4:30 PM
• Wednesday: 7:30 AM–4:30 PM
• Thursday: 6:30 AM–3:30 PM
• Rotating Fridays: 7:00 AM–2:00 PM

What we’re looking for

The ideal candidate will have:

• 2–3 years of relevant experience
• Previous dental office experience preferred
• Experience with Dentrix
• Strong customer service and communication skills
• Excellent organization and attention to detail
• The ability to manage multiple priorities in a busy front-office environment
• A team-oriented attitude and willingness to support both patients and team members

About the role

As a Business Assistant, you’ll be an important part of the patient experience and day-to-day operations of the office. Responsibilities may include:

• Greeting and checking in patients
• Scheduling and rescheduling appointments
• Answering phones and responding to patient questions
• Verifying insurance benefits
• Supporting treatment planning and patient financial discussions
• Collecting patient payments
• Maintaining accurate patient information
• Using Dentrix for scheduling, charting, and other front-office functions
• Helping the team maintain an organized and welcoming office environment

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 officeto create a great first impression of our team
• Managefront 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 paidholidays,and PTO (paid time off)
• Front loaded educationand training, providing youtheopportunity 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

Family Dental Care of Muskego

Family Dental Care of Muskego, like each Heartland Dental supported office, is unique to the community and the patients they serve.

Family Dental Care of Muskego is supported by Heartland Dental, allowing the office team to focus on providing patients with a positive dental experience while receiving non-clinical administrative support.

If you have dental front-office experience, enjoy working with people, and are looking for your next opportunity with a collaborative dental team, we’d love to hear from you.

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 experiencein a dental or medical setting
• 1+years of experiencewith insurance billing and accountsreceivable
• 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 experiencesto 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.