Lead Administrative Coordinator

Del Mar Family Dentistry; Solana Beach (CA); On-site; USD 37,195 - 48,216; Full time

Benefits offered by this job

Competitive compensation

Medical and Vision Insurance

Supportive work environment

Job summary

Del Mar Family Dentistry in Solana Beach is seeking a Lead Administrative Coordinator to manage the administrative team and optimize patient service. This full-time position requires a minimum of 5 years of experience in a dental front office and a strong understanding of dental insurance.

The ideal candidate will excel in communication, organization, and leadership, ensuring a warm and efficient patient experience. This role includes responsibilities in scheduling, accounts receivable management, and maintaining HIPAA compliance. Join a caring team dedicated to exceptional patient care!

Qualifications

• Minimum of 5 years of dental front office experience.
• Strong understanding of dental insurance and financial coordination.
• Experience leading administrative teams preferred.

Responsibilities

• Oversee all administrative front office team members and their accountabilities.
• Maintain HIPAA best practices for patient data.
• Accountability for the Accounts Receivable System.

Skills

Strong understanding of dental insurance

Leadership

Communication skills

Organizational skills

Multitasking ability

Education

High School Diploma or equivalent

Job description

Overview

Join Our Team! Del Mar Family Dentistry is a General Dental Fee-For-Service Practice that needs an outstanding full-time Lead Administrative Coordinator and leader for our administrative department. Are you outgoing, bubbly, and able to create a warm first impression? Do you excel at educating patients and helping them understand the benefits of their treatment? Do you enjoy working with a team that truly prioritizes exceptional customer service? We are looking for a coordinator who is both caring and confident when discussing financial options with patients. The ideal candidate is comfortable reactivating unscheduled treatment, enjoys helping patients move forward with their care, and is passionate about maintaining a productive and efficient schedule for the doctor. Managing Accounts Receivable, optimizing patient flow, maximizing customer service, and supporting practice productivity are key components of this role. This position requires someone who can successfully multitask while remaining highly organized, detail-oriented, and patient-focused. At Del Mar Family Dentistry, we strive to live our core values every day and to build lifelong relationships with our patients. We are committed to improving our patients' overall health and wellness, not simply treating disease. We offer an outstanding work environment, competitive compensation, benefits including Medical and Vision Insurance, and the opportunity to work alongside an exceptional team.

Compensation: $27–$35 per hour (based on experience)

Essential Primary Duties & Functions

• Oversees all administrative front office team members and their accountabilities
• Provides additional training for any administrative front office team members
• Oversees that the protocols and guidelines are followed for all front office systems, including:
  • Performance Scheduling, Financial Conversations, Telephone Communications, Recare, Reactivation, Accounts Receivable, and Insurance
• Maintain HIPAA best practices for patient data, privacy, and security.
• Maintain HIPAA certification, provided by the office.
• Accountability for following the protocols of Financial Conversations, Financial Agreements, and utilization of the FA form
• Is accountable for the Accounts Receivable System and Calendar (Statements & Calls, Texts, and all follow-up)
• Checks out patients as they leave practice (collects OTC monies due for today, makes a financial agreement for any next appointment, appoints the patient for next treatment visit or recare, verifies accuracy of providers and batches insurance with all proper supporting documents, submits insurance)
• Accountability for Performance Scheduling and scheduling for goals for all Doctors’ goals - including monitoring Same Day Service and the schedule’s next major block openings

Essential Secondary Duties & Functions

• Supports the Treatment Reactivation System
• Is second in line for all inbound calls: follows all communication guidelines for new patient calls, performance scheduling, accounts, insurance, and billing questions
• Oversees that the Admin team verifies in advance all patients’ insurance
• Oversees the Insurance System and Calendar
• Oversees posting of all payments: OTC, Mail, EFTs, etc
• Monitors office email and/or Patient Messaging System throughout the day and takes the necessary actions in patient communications
• Monitors Patient Reviews of the practice
• Oversees Internal and External Marketing projects and RIO tracking (including ensuring all New Patients have a Source entered into the PMS)
• Processes End Of Day and End of Month and provides information to the owner doctors and/or Business Consultant

Required

• Minimum of 5 years of dental front office experience
• High School Diploma or equivalent
• Strong understanding of dental insurance, scheduling, treatment presentation, and financial coordination

Preferred

• Experience leading administrative teams
• Strong Accounts Receivable management experience
• Fee-for-Service dental practice experience
• Advanced communication and patient relationship skills

Why Del Mar Family Dentistry?

At Del Mar Family Dentistry, we believe exceptional dentistry starts with exceptional people. If you are passionate about patient care, thrive in a leadership role, and want to make a meaningful impact on patients' health and lives, we'd love to meet you.