Dental Office Host and Marketing Assistant

Galan Dental; San Jose (CA); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

IRA Retirement plan

Employee Discount

Dental Benefits

Paid time off

Job summary

Galan Dental in San Jose, California, is seeking a dedicated team member to handle patient hospitality, manage communications, and provide administrative support. Candidates should possess a high school diploma and ideally have experience in customer service, especially within dental settings. This role offers various benefits, including a retirement plan and dental coverage.

Applicants must have strong interpersonal skills and be comfortable with office software. The typical work schedule is Monday, Thursday, and Friday.

Qualifications

• Minimum of 1-2 years of experience in customer service or administrative role.
• Experience in a dental or medical setting is a plus.
• Ability to lift up to 20 pounds.

Responsibilities

• Greet and assist patients warmly upon arrival.
• Manage incoming and outgoing communications professionally.
• Coordinate refreshments for waiting patients.
• Ensure administration of patient records is HIPAA compliant.
• Assist in maintaining inventory and supplies.
• Manage appointment schedule efficiently.

Skills

Exceptional interpersonal and communication skills

Proficiency in standard office software

Familiarity with social media platforms

Strong organizational skills

Proactive and empathetic demeanor

Education

High school diploma or equivalent

Associate's degree or higher preferred

Tools

Microsoft Office

Google Workspace

Dental practice management software (e.g., Dentrix, Open Dental)

Job description

Key Responsibilities

Patient and Office Hospitality

• Greet all patients and visitors warmly and promptly upon arrival, managing the patient flow in the waiting area.
• Ensure the reception and waiting areas are consistently tidy, comfortable, and well-stocked with relevant literature or amenities.
• Manage incoming and outgoing communications, including answering phones, routing calls, and responding to general inquiries with professionalism and helpfulness.
• Anticipate and address patient needs, offering assistance with forms, insurance inquiries, or transportation, as necessary.
• Coordinate refreshments or other amenities for patients waiting for extended periods.
• Manage and update patient records, ensuring accuracy and confidentiality (HIPAA compliance).
• Process payments, handle billing inquiries, and schedule follow-up appointments.

Marketing and Practice Promotion

• Social Media Support: Assist in gathering content (with patient consent) such as photos or testimonials and coordinate with the Practice Manager or designated marketing personnel to maintain and improve the practice’s social media presence (e.g., posting pre-approved content, monitoring comments).
• Patient Referral Program: Actively promote the patient referral program, tracking referrals and ensuring follow-up with both the referring and new patient.
• In-Office Merchandising: Ensure marketing materials (brochures, seasonal promotions, service flyers) are attractively displayed, current, and accessible to patients.
• Online Reputation Management: Monitor and alert management to new patient reviews on platforms like Google, Yelp, or social media; assist in preparing and tracking appropriate responses.
• Community Outreach: Participate in planning and executing local community events, health fairs, or practice open houses to increase brand awareness.
• New Patient Welcome: Develop and implement a standardized, high-quality onboarding and follow-up communication sequence for all new patients to maximize retention.

Administrative Support

• Manage the appointment schedule efficiently, confirming appointments and minimizing no-shows and scheduling gaps.
• Verify patient insurance eligibility and coverage prior to appointments.
• Assist in maintaining inventory of office supplies and promotional materials.
• Prepare and organize necessary documentation for the clinical team before patient appointments.
• Perform end-of-day administrative closing duties.

Qualifications

• Education: High school diploma or equivalent required; Associate's degree or higher preferred.
• Experience: Minimum of 1-2 years of experience in a customer service, hospitality, or administrative role; experience in a dental or medical setting is a plus.
• Skills:
  • Exceptional interpersonal and communication skills (verbal and written).
  • Proficiency in standard office software (Microsoft Office/Google Workspace) and comfort learning dental practice management software (e.g., Dentrix, Open Dental).
  • Familiarity with basic social media platforms and online review sites.
  • Strong organizational skills and ability to manage multiple tasks simultaneously.
  • A proactive, professional, and empathetic demeanor.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift up to 20 pounds (e.g., boxes of supplies or marketing materials).
• Ability to drive to and from events.

Benefits

• IRA Retirement plan.
• Employee Discount.
• Dental Benefits.
• Paid time off.

Setting

• Dental.

Schedule

• Monday and Thursday 9am-6pm and Friday 8:45am-4pm (may add more days later)

Benefit Conditions

• 90 days waiting period.

Work Remotely

• No.

Company's Website

• www.Galandental.com