Position Overview
The Front Desk Assistant Manager is responsible for managing all front desk operation. This includes patient coordination, scheduling, insurance verification, copay calculation, and financial collections. This role reports directly to the Chief of Operations and collaborates with clinical providers and the billing team to ensure efficient daily operations, an exceptional patient experience, and strong financial accuracy.
This position requires a highly organized, detail-oriented professional who can independently manage front desk responsibilities while maintaining professionalism and consistency, with strong proficiency in Dentrix and Adit.
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Reporting Structure
• Reports directly to: Chief of Operations
• Collaborates with: Doctors, Hygienists, Billing & Insurance Team
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Core Responsibilities
Front Desk & Patient Coordination
• Manage all inbound and outbound calls, texts, emails, and patient communications using Adit and office phone systems
• Greet patients, check them in and out, and maintain an efficient daily flow
• Maintain accurate patient records, forms, and documentation in Dentrix
• Ensure compliance with office policies and procedures
Scheduling & Production Management
• Manage daily, weekly, and future schedules for all providers in Dentrix
• Maximize chair utilization and provider productivity
• Confirm appointments, manage recalls, and follow up on unscheduled treatment using Adit
• Proactively fill cancellations and open chair time
Insurance, Copays & Financial Control (Critical Function)
• Verify insurance eligibility and benefits prior to appointments
• Accurately calculate copays, deductibles, coinsurance, and patient responsibility
• Clearly explain financial obligations to patients before treatment
• Collect copays and outstanding balances at the time of service
• Ensure all financial policies are reviewed, signed, and followed consistently
• Batch insurance claims and submit predeterminations accurately and on time
• Immediately contact patients upon receipt of insurance responses
• Clearly explain coverage and patient responsibility once information is received
• Schedule and book appointments based on approved treatment and coverage
• Ensure all related documentation is properly recorded in Dentrix and Adit
Patient Experience & Professionalism
• Deliver a consistently professional and welcoming patient experience
• Address patient concerns, questions, and complaints with confidence and empathy
• Maintain composure, professionalism, and discretion at all times
• Represent the offices standards and values in every interaction
Administrative & Systems Oversight
• Maintain complete and accurate patient and insurance documentation in Dentrix
• Scan, upload, and organize all required forms and attachments
• Review daily schedules and reports for accuracy
• Support audits, reporting, and workflow improvements as directed by leadership
• Assist with implementation and daily use optimization of Dentrix and Adit
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Required Qualifications
• 5+ years of dental front desk experience (required)
• Demonstrated ability to accurately calculate and collect copays
• Strong knowledge of dental insurance plans and terminology
• Proficiency in Dentrix and Adit (required)
• Excellent organizational, communication, and time-management skills
• Ability to work independently and take initiative
• Professional appearance and demeanor
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Performance Expectations
• No missed copays or unverified insurance
• High accuracy in scheduling, documentation, and financial entries
• Consistently positive patient feedback
• Reliable follow-through and accountability
• Proactive problem-solving
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Position Details
• Job Type: Full-time
• Pay: $30.00 – $34.00 per hour
Schedule
• Monday: 8:45 AM – 5:45 PM
• Tuesday: 7:45 AM – 5:45 PM
• Wednesday: 7:45 AM – 5:45 PM
• Thursday: 7:45 AM – 5:45 PM
• Friday: 8:45 AM – 5:15 PM
• No nights
• Overtime available
Benefits
• Retirement plan

When applying please include your name, cell phone number, profession, email, and job# along with a current resume