As a Dental Administrator, you are the first point of contact with our patients. You are responsible for providing a warm and friendly greeting as they arrive, attending the phone lines, responding to inquiries, processing payments, scheduling appointments, and ensuring each patient has an excellent experience.

You are also responsible for a variety of other assigned administrative duties to ensure the smooth and efficient operations of the practice. You must already have or be willing to learn the same depth of dental knowledge as our clinical staff, to confidently discuss treatment plans, insurance coverage, and dental procedures both in person and over the phone. You will coordinate with the practitioner, the patient and their insurance provider to determine estimated treatment cost based upon the proposed treatment plans, applicable lab fees and benefits coverage where relevant, facilitated through the submission of predeterminations and calculations based upon the explanation of benefits.

CORE COMPETENCIES

- Welcoming and upbeat customer-service oriented personality
- Adaptable
- Analytical Thinking
- Excellent Communication Skills
- Planning and Organizing
- Problem Solving
- Teamwork
- Time-Management and Efficiency
- Detail-Oriented
- Multitasker

JOB DUTIES

RECEPTION MANAGEMENT

- Maintain all doctors' schedules to meet practice goals
- Increase and stimulate new patient growth by contining care calls, following up on treatment booking, supporting marketing and promotional programs, and maintaining relationships with referring offices
- Open and close practice according to office protocol
- Ensure the reception areas are always clean and tidy
- Review schedule to identify scheduling issues, financial surprises, and opportunities for same-day treatment (if applicable)
- Responsible for answering incoming calls to include recent patient calls, emergencies, scheduling patient appointments, requesting records, and follow up
- Proactively develop list for any appointments that can be moved forward to fill up a schedule that has last minute openings
- Manage earlier appointment list and treatment pending list, to ensure patient follow through to meet scheduling goals
- Management of patient confirmation software in order to confirm patient appointments in advance and in accordance with the practice specific confirmation protocol
- Advising of any pertinent appointment-specific information such as payments or prescriptions
- Review supplies for reception and notify applicable person when an order should be placed
- Maintain cleanliness of reception area and front desk




- Adapt to improvements in office policies and efficiencies as we strive for excellence and growth
- Team player who is willing to work with others, be efficient, and display empathy in times of need

PATIENT MANAGEMENT
- Greet all patients promptly and courteously as they arrive at the office, checking them in and notifying the appropriate parties of their arrival
- Respond to patient inquiries, providing knowledgeable and accurate information on a variety of topics such as work to be done, billing information and scheduling
- Assist new patients and walk-ins to the office and provide information pertaining to services offered, hours of operation, payment options, treatment/services and all other relevant information
- Manage late patients, no-shows, and cancellations according to office protocol
- Maintain exceptional communication with clinical staff to keep the office on schedule
- Respond to incoming text messages, emails, appointment requests and voicemail as soon as practical

RECORD MANAGEMENT
- Provide new patients with required paperwork ensuring all signatures are obtained, and important information is noted such as allergies and medical conditions, and input this information into TDO (The Digital Office)
- Update patient personal information as requested, such as change of address, change of phone number and change to or addition of benefits provider
- Ensure patient medical, personal and financial information is properly collected, protected and destroyed
- Verify all procedures have been entered into TDO (The Digital Office) accurately, entering or amending procedure codes as required

PATIENT FINANCIAL MANAGEMENT
- Process payment for procedures performed by billing the patient and forwarding to the patient's insurance provider on their behalf
- Collect monies owing from patients by processing cash, debit and credit transactions according to office protocol
- Educate patients and provide an explanation of proposed treatment plans explaining health benefits, costs, timelines, payment options and all other required and relevant information
- Create, maintain track and update required documentation and files pertaining to treatment plans, insurance statements and financial arrangements
- Ensure adherence to the practice's collection protocols




- Run end of day reports and print off daily production, daily deposits and batch reports as necessary
- Handle insurance cheques and provide to correct doctor as needed
- Prepare and send out overdue statements

INSURANCE
- Obtain up-to-date insurance information from patients
- Verify insurance and accurately enter insurance breakdown into the patient's treatment chart
- Submit predeterminations
- Provide a detailed and accurate explanation of benefits upon receipt from the insurance provider ensuring patient maximums and coordination of benefits have been accounted for
- Calculate final costs for proposed dental treatment, supplying patients with their estimated out of pocket costs accounting for insurance coverage and lab fees where applicable

PRACTICE PROMOTION
- Actively participate in team meetings
- Provide input, suggestions, and recommendations for improving the practice and overall patient care
- Participate in continuing education activities including training videos, webinars, and online workshops if required
- Assist in the orientation of new staff
- Demonstrate team spirit and help create a positive work environment for the entire

OFFICE
- Support the clinical team to ensure that the practice is running smoothly and that patients are satisfied
- Inform and encourage patients to leave online reviews

REQUIREMENTS
- High school diploma or GED, or an acceptable combination of education and experience
- A minimum of 1 year of direct Dental Administrator experience and/or Dental Administrative schooling
- Previous experience in TDO (The Digital Office) is considered an asset
- Strong knowledge of general office procedures
- Able to write simple correspondence, including memos, emails, etc.
- General mathematical skills
- Ability to adjust and is flexible to meet changing work needs and demands
- Basic knowledge of office equipment operation such as photocopier and fax machine
- Strong knowledge of Microsoft Office applications
- Able to maintain filing systems and basic databases
- Superior telephone manners and strong interpersonal skills
- Strong written and verbal skills to communicate with all levels of the organization
- Strong customer service orientation with excellent communication skills

WORKING CONDITIONS
- Ability to create, present and conduct treatment plans and financial presentations
- Ability to occasionally lift items as heavy as 30 lbs.
- Manual dexterity required to use desktop computers and other technology
- Overtime as required

Benefits:
- Company events
- Extended health care
- On-site parking

Work Location: In person

📌 Dental Administrator (Calgary)
🏢 Springborough Endodontics
📍 Calgary