Senior Dental Front Desk Lead Scheduling & Patient Experience

Clove Dental; Santa Monica (CA); On-site; USD 39,000 - 41,000; Full time

Job summary

Clove Dental is seeking a Receptionist III – Senior / Front Lead in Santa Monica to manage patient flow, scheduling, and front-office operations. The role requires coordinating patient check-in/check-out, handling patient communications, and supporting treatment planning and billing processes.

The position includes leading and coaching a front-office team, improving schedules, and ensuring HIPAA and office policies are followed. Typical hours: Monday–Friday with two Saturdays per month.

Qualifications

• No formal qualifications listed in the posting.

Responsibilities

• Welcome patients, answer phones promptly and professionally, and support patient check-in and checkout.
• Accurately collect and enter basic patient demographic and insurance information.
• Present treatment plans, review estimated patient costs and financing options, and help patients schedule recommended treatment before leaving.
• Review outstanding patient balances, collect amounts due, and support achievement of office collection goals.
• Take ownership of treatment-plan follow-up and conversion, including ensuring unscheduled treatment is consistently worked and appropriately documented.
• Review and resolve front-office exception reports and follow identified issues through completion.
• Own front-office exception-report completion, identify recurring exceptions or trends, and escalate significant or repeated issues to the Front Office Lead or resolve yourself.
• Any other tasks necessary
• Confirm appointments and contact recall and unscheduled-treatment patients by phone, text, and email.
• Collect payments, provide receipts, and ensure required forms and information are complete before patients leave.
• Maintain all in office marketing supplies and materials
• Monitor the daily schedule for openings, opportunities, and issues and proactively work to keep provider schedules full.
• Review schedules and patient records before each clinical day for accuracy, completeness, outstanding treatment, balances, scheduling opportunities, and potential issues.
• Take ownership of schedule utilization by identifying and filling openings, reducing preventable cancellations and no-shows, and driving recall and patient reactivation.
• Maintain a clean, organized, and fully stocked front desk, waiting room, and patient restroom.
• Check In / Check Out, Floors / Lights, Doors (throughout the office), Waiting Room, Restroom
• Complete all housekeeping forms front and back and upload
• Assist with mail, supplies, lab-case tracking
• Enforce all HIPAA, OSHA, attendance, dress code, name-badge, and other Company policies and standards.
• Support at least 5 new patients reviews a day, give consultation cards, and help in office marketing
• Support office events, recruiting referrals, and other front-office duties as assigned.
• Monitor front-office collections and patient balances, help resolve account issues, and escalat...
• Lead, coach, and train Receptionist I and II team members and help onboard new front-office employees.
• Identify missed tasks or breakdowns, ensure they are corrected, and coach the responsible team member to prevent recurrence.
• Serve as the first level of escalation for patient concerns and routine front-office operational issues and involve or serve as the Front Office Lead when appropriate.
• Identify scheduling issues, staffing gaps, workflow problems, or other operational risks and proactively help resolve them or escalat...

Job description

Clove Dental is seeking a Receptionist III – Senior / Front Lead in Santa Monica to manage patient flow, scheduling, and front-office operations. The role requires coordinating patient check-in/check-out, handling patient communications, and supporting treatment planning and billing processes.

The position includes leading and coaching a front-office team, improving schedules, and ensuring HIPAA and office policies are followed. Typical hours: Monday–Friday with two Saturdays per month.