Dental Receptionist

Willamette Dental; Shoreline (WA); On-site; USD 30,307 - 35,817; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan with 5% match

Paid Time Off (PTO)

Job summary

Willamette Dental is seeking a Care Advocate for their Seattle North Practice. This full-time position requires managing patient flow, communication with clinical staff, and ensuring high-quality customer service. Candidates should have a high school diploma or GED and preferably two years of customer service experience, particularly in medical or dental settings. The role includes overseeing schedules, handling billing, and maintaining patient records, offering a competitive pay range of $22 to $26 per hour along with various employee benefits.

Qualifications

• Minimum of two years of customer service experience preferred.
• Medical/dental clinic or healthcare experience highly desirable.

Responsibilities

• Oversee the daily schedule, seek scheduling efficiencies.
• Handle payments and document collection for dental services.
• Update patient information and assure proper chart maintenance.
• Enhance patient understanding of dental procedures and treatments.
• Coordinate care by scheduling recalls and answering patient questions.

Skills

Customer service

Communication

HIPAA compliance knowledge

Education

High school diploma or GED

Post-secondary coursework

Job description

Location

Seattle North Practice

Position Type

Full Time

Schedule

4 10‑hour days (40 hours per week)

Expected Hiring Range

$22 - $26 per hour

Position Summary

In partnership with the clinical team, the Care Advocate provides quality customer service through the coordination of patient flow and effective communication with patients, doctors, practice managers and clinic staff. The Care Advocate will act as the bridge for communication between patients, clinic staff and appointment center representatives by monitoring treatment completion, facilitating oral health improvement initiatives and focusing on patient engagement. The Care Advocate helps to strengthen the therapeutic alliance between clinicians and patients by supporting provider recommendations, interventions, prescriptions and recalls. This position reports to the Practice Administrator.

Essential Position Functions

• Oversee the daily schedule, seek opportunities to maximize scheduling efficiencies, and maintain awareness of schedule changes; promptly identify and correct scheduling errors.
• Understand payment methods and communicate fee requirements to patients; collect and document payments for dental services.
• Handle monies properly, balance the daily payment ledger, reconcile payments; complete the M.O.O.L.A.H. form and forward it to the Accounting Department; complete deposit slips and make timely daily bank deposits.
• Update patient cards, confirm and verify insurance information, and schedule treatment as directed by clinicians.
• Ensure charts are organized, prepared, and available for patient appointments; use proper chart routing processes; perform chart maintenance as needed; prepare new patient charts according to current WD guidelines; duplicate charts and records as requested.
• Initiate a partnership and build rapport with patients by providing thorough and accurate information and addressing any patient questions or concerns related to their treatment plan, and provide a Statement of Services at each visit.
• Open and close the clinic; keep the reception area neat and clean to instill patient confidence and comfort.
• Partner with the clinical team to enhance understanding of dental procedures, treatment series, and interventions for better patient education.
• Partner with the clinical team to understand providers’ expectations and reiterate communication directives to the patient.
• Partner with the clinical team to triage incoming emergency and unplanned treatment calls.
• Coordinate care by scheduling and reinforcing recalls, referrals to internal and external providers, and answering patient questions related to their care.
• Strictly adhere to Willamette Dental's Personal Protective Equipment (PPE) policy, including the use of N95 respirators and other required PPE.
• Travel to other WD locations within a reasonable range as described in the Travel Policy based on business needs.
• Maintain reliable and predictable attendance; the company cannot efficiently provide services without employees being at work during scheduled hours.

Education And Experience

High school diploma or GED required. Post‑secondary coursework is desirable or an equivalent combination of education and experience that will enable the successful completion of the essential functions. Minimum of two years of customer service experience preferred. Medical/dental clinic or healthcare experience highly desirable, including strong knowledge of HIPAA compliance procedures.

Licenses, Certifications and Registrations

• Demonstrate educational requirements regarding care advocacy via an electronic exam.
• Demonstrate case presentations regarding care advocacy to the Managing Doctor and Practice Manager.

Compensation

The actual base pay offered to the successful candidate will be based on multiple factors, including but not limited to education, job‑related knowledge/skills, experience, geographical location, and internal equity.

This position is also eligible for incentive pay in accordance with the Company’s plan.

Company Benefits

Willamette Dental offers the following benefits for this position, subject to applicable eligibility requirements: medical, dental, and vision insurance; tuition reimbursement; flexible spending accounts; 401(k) retirement plan with 5% match; accidental death and dismemberment insurance; life insurance; voluntary disability insurance; commuter benefits; two complimentary pairs of FIG scrubs (clinical roles); and employee assistance program.

Paid Time Off (PTO): Eligible employees accrue a minimum of 120 PTO hours per employment year in addition to seven paid holidays annually. The Company’s PTO program combines vacation and sick leave, which is more generous than Washington State’s Sick Leave Law. Employees in part‑time roles working less than 40 hours per week accrue PTO on a pro‑rated basis.

Physical Requirements

The work is primarily performed while sitting and/or standing, but requires occasional walking, bending, stooping, and carrying light items such as papers, books, or other supplies. The incumbent uses a computer and other standard office equipment to complete tasks.

Equal Employment Opportunity Statement

Willamette Dental is an equal‑opportunity employer.

We provide equal employment opportunities to all employees and applicants for employment without regard to an individual’s race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy‑related condition, or any other classification protected by applicable federal, state or local laws.

Disclaimer

This job description is not meant to be an all‑inclusive list of duties and responsibilities but constitutes a general definition of the position’s scope and function in the company.

This position may be exposed to PHI in the course of its duties and will handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).