Front Office Assistant

Allied OMS · Kerrville, TX · 3 wk ago

OTHRFull-time

About the Role

Kerrville Oral and Maxillofacial Surgery, a well-established practice in Kerrville, Texas, is seeking a dependable, organized, and customer-focused Front Office Assistant to be the first point of contact for our patients. You'll handle scheduling, patient records, insurance verification, and payment processing while maintaining a welcoming, efficient reception area.

Responsibilities

Office Operations:
- Prepare for daily consultation and surgical patients by obtaining referrals, verifying required imaging, and ensuring patients are properly entered into the system.
- Greet patients in a friendly, professional, and welcoming manner.
- Maintain an efficient patient check-in and waiting-room process while minimizing patient wait times.
- Verify and confirm patient appointments approximately 48 hours prior to the scheduled appointment.
- Encourage patients to complete paperwork prior to their appointment and assist with forms when necessary.
- Provide patients with information regarding office amenities.
- Accurately enter and maintain complete patient information in the electronic medical record system.
- Manage new-patient and consultation schedules.
- Maintain and stock the coffee and beverage area and keep the front office neat and organized.
- Manage referral forms and documentation, prepare thank-you letters, and handle cancellation follow-up.
- Monitor and direct incoming office email and faxes.
- Distribute radiology and pathology reports appropriately.
- Scan and maintain patient insurance cards and documentation.
- Collect and accurately apply patient payments.
- Schedule follow-up appointments when clinical staff are unable to do so.
- Answer incoming phone calls and manage morning and afternoon phone rollovers.
- Order and maintain office supplies.
- Complete daily daysheet correction checklists and end-of-day responsibilities.
- Assist with special projects and other duties as assigned.
Referral Relations:
- Communicate with and maintain regular contact with referral offices.
- Assist with marketing and referral-relations initiatives.
- Monitor patient comment cards and assist with obtaining online reviews.
- Assist with planning referral events and maintaining practice website and social media content as assigned.
Financial & Insurance Responsibilities:
- Review and verify claims prior to submission.
- Submit insurance claims electronically within 24–48 hours of the date of service.
- Process Explanation of Benefits (EOBs) and post insurance payments to patient accounts.
- Assist with researching and resubmitting denied claims.
- Follow up on open treatment plans and outstanding patient opportunities.
- Review accounts receivable and assist with processing patient statements and refund requests.
- Make collection calls as assigned.
Treatment Plan & Surgical Coordination:
- Answer phone calls and schedule consultation, treatment, and surgical appointments.
- Communicate with referring offices to coordinate appointments.
- Review treatment plans with patients and ensure they understand the recommended treatment.
- Explain payment options and assist patients in understanding insurance benefits and financial responsibilities.
- Process payments and schedule surgical procedures.
- Ensure all required documentation is completed prior to scheduled procedures.

Qualifications

High school diploma or equivalent required.
Previous experience in a dental or medical office setting preferred.
Experience with dental or medical scheduling, patient registration, insurance verification, treatment coordination, billing, or other healthcare administrative functions is highly desirable.
Experience with practice management software and electronic medical records is preferred.
Additional education or training in dental, medical, healthcare administration, or business administration is preferred.

Skills

Excellent customer service and communication skills.
Strong organizational and time-management skills.
Attention to detail and accuracy in handling patient information and financial transactions.
Ability to work independently and as part of a team.
Strong computer skills, including proficiency with email, electronic medical records, and standard office applications.
Ability to maintain confidentiality and handle sensitive information.
Strong problem-solving skills and ability to adapt to changing priorities.

Professional Expectations

Dependable and punctual attendance.
Strong work ethic, reliability, and accountability.
Willingness to assist across different areas of the practice.
Receptive to constructive feedback and continuous improvement.
Ability to learn quickly and become increasingly independent.
Maintains a positive and professional attitude under pressure.
Genuine interest in professional development and long-term career growth within the practice.