Dental Receptionist

Location: Portland, Oregon (Jefferson Office) | Full-time position

About the role

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 acts 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. This role helps strengthen the therapeutic alliance between clinicians and patients by supporting provider recommendations, interventions, prescriptions, and recalls. This position reports to the Practice Administrator.

Responsibilities

• Oversee the daily schedule, maximize scheduling efficiencies, and maintain awareness of schedule changes.
• Identify and correct scheduling errors promptly.
• Understand payment methods and communicate fee requirements to patients.
• Collect and document payments for dental services, ensuring proper handling of monies.
• Accurately balance daily payment ledger, reconcile payments, and complete M.O.O.L.A.H. form for Accounting.
• 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 using proper chart routing processes.
• Perform chart maintenance, prepare new patient charts, and duplicate charts as requested.
• Build rapport with patients by providing thorough and accurate information, addressing questions or concerns, and providing a Statement of Services at each visit.
• Responsible for opening and closing the clinic and maintaining a neat and clean reception area.
• Partner with the clinical team to enhance understanding of dental procedures, treatment series, and interventions to improve patient comprehension.
• Understand and communicate provider expectations to patients.
• Triage incoming emergency and unplanned treatment calls with the clinical team.
• Coordinate care by scheduling and reinforcing recalls, referrals, 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.
• Travel to other Willamette Dental locations within a reasonable range as needed.
• Maintain reliable and predictable attendance.

Requirements

• High school diploma or GED required; post-secondary coursework is desirable.
• Minimum of two years of customer service experience preferred.
• Medical/dental clinic or healthcare experience highly desirable, including strong knowledge of HIPAA compliance procedures.
• Able to successfully demonstrate educational requirements regarding care advocacy via an electronic exam.
• Able to successfully demonstrate case presentations regarding care advocacy to the Managing Doctor and Practice Manager.

Pay

Expected hourly hiring range: $22–$25 USD, depending on experience. The actual base pay offered will be based on factors including 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.

Schedule

3, 10-hour days per week (30 hours/week), eligible for full-time benefits.

Benefits

• Medical, dental, and vision insurance.
• Tuition reimbursement.
• Flexible spending accounts.
• 401(k) retirement plan with 5% company match.
• Accidental death and dismemberment insurance.
• Life insurance.
• Voluntary disability insurance.
• Commuter benefits.
• Two complimentary pairs of Fig scrubs (for clinical roles).
• Employee assistance program.
• Paid Time Off (PTO): Minimum of 120 PTO hours per year in addition to seven paid holidays annually. PTO combines vacation and sick leave and is more generous than Washington State’s Sick Leave Law. Part-time employees 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.