Greeter - dentaltown



Office Manager

Coordinate staff morning huddles

Monitor and manage all front office duties

Check previous daysheet and prepare deposit for Controller

Work all A/R’s

Back-up Patient Services Supervisor answering insurance and account questions on balances/transactions

Monitor aged accounts receivable monthly with General Manager

Perform monthly supervisor meetings

Perform monthly all staff meetings

• Assist General Manager in hiring new personnel and performing yearly evaluations on staff

Coordinate training for new and existing employees

Responsible for tracking all staff vacation/sick time

Responsible for contacting temporary staffing agency when needed

Responsible for overseeing schedule in computer and maintaining it monthly with doctors’ schedules

Assist with answering phones (if not with a patient)

Back-up check out when needed

Assist the Treatment Services Supervisor and Hygiene Supervisor with office policies and projects

Post insurance payments

Run electronic claims daily

Coordinate office maintenance as needed

Run monthly billing statements

Run monthly reports from SoftDent for General Manager and meet monthly to analyze practice reports

Reports to: General Manager

Patient Services Supervisor

• Monitor all front office duties for Office Manager

• Check out patients as they leave practice (collects monies due, verify chart, sends insurance, schedules for any treatment to be done, checks recall and tx plans)

• Perform FA’s on all patients needing treatment in the office

• Answer insurance and account questions on balances/transactions

• Handle, evaluate and fix denied claims

• Perform regular front office meetings

• Responsible for staff schedules in the front office

• Maintain and work tickler file to fill Drs’ schedules

• Back-up Greeter when needed

• Post insurance payments

• Check inventory and order office supplies as needed

• Update address changes in patient charts from undeliverable mail

• Helps with answering phones (if not with a patient)

• Submit, process and call patient regarding pre-determinations

• Handle NSF checks from patients

Authority:

Monitor staff performance and reports any issues to Office Manager

Makes decision on financial arrangements and write-offs

Reports to: Office Manager

Greeter/Check-In

• Greet patient with enthusiasm and a huge smile, call patient by first name!

• Check patients in and update all information in patient chart

• Verify treatment plans and financial information to patient upon arrival

• Scan all treatment plans and forms for patients

• Notify clinical staff of schedule changes and patient arrivals

• “Quarterback” the schedule, seating patients, updating medical history, taking x-rays when needed

• Maintain and work tickler file and short call list to fill hygiene schedules

• Verify patients insurance coverage on emergency basis only

• Helps with answering phones (if not with a patient)

• Prepare charts and route slips for the next day

• Maintain master schedule for Audit

• Call and handle no show or reschedule patients

• Open office each morning and start up computers

• Bring patient balance information to the morning huddle

• Make coffee

Reports to: Patient Services Supervisor

Office Manager

Insurance Coordinator

• Fills out an insurance breakdown form on all patients

• First to answer phones and schedule appointments

• Requests and verifies new patient’s insurance information before the appointment

• Collects and maintains information on insurance companies

• Does insurance rollover monthly

• Input insurance information accurately into the computer

• Print schedules and post in designated areas

• Confirm doctor and hygiene schedules daily

• Fix errors from electronic claims

• Take messages off in the morning and after lunch

• Report any changes in the schedule at the morning huddle

• Turn phones over to answering service before lunch and end of day

• Pull charts and write up routing slips for patients seen next day

• File patient charts after check-out

Reports to: Patient Services Supervisor

Office Manager

Treatment Assistant Supervisor

• Meets all requirements of a Paradental Assistant with added responsibilities

• Oversees follow through on job duties for Dental Assistants

• Monitor all back office duties for Office Manager

• Spore test must be done weekly

• Schedule service calls

• Maintain service records

• Keep inventory on all Handpieces

• Maintain inventory of repaired handpieces and warranties

• Maintain inventory of light bulbs and air filters

• Order and monitor inventory of scrubs for employees

• Oversee ordering of sundries and work to keep at 5% - 7%

• Responsible for staff schedules in back office

• Monitor and maintain “We Care Calls” system

• Oversee the maintaining of OSHA system

Authority:

Monitor staff performance and report any issues to Office Manager

Reports to: Office Manager

Treatment Assistant

• Must be a team player with an awesome attitude

• Be fully trained to assist the Doctor on all dental procedures

• Seat patients in the chair as soon as possible

• Have X-ray certification in Arizona

• Must be Trophy X-ray trained

• Educate patients on all procedures to be done

• Stock operatories and help other assistants keep rooms stocked

• Chart thoroughly all procedures done using the S.O.A.P. format and document thoroughly what was said to the patient

• Be sure to put x-rays and full explanation on front of chart or clipboard for endo, crowns, and root planings to assist check-out with insurance billing procedures

• Complete lab work on time (bleaching trays and study models)

• Complete treatment plans and give to check-out for financial arrangements and presenting of treatment plans

• Turn all equipment on at beginning of each day, and off when day is done

• Must be CPR certified

• Maintain HEP B vaccinations

• Print “We Care Calls” at end of day for your Doctor

• Keep work areas neat and organized

3 Month Rotation on following Duties:

• Pull lab cases for next day (crown and bridge, prosthetics, and bleaching trays)

• Autoclaves x2

• Statim

• Lounge

• Lab

• Main trap in compressor room

• Plaster trap

• Processor

Reports to: Treatment Assistant Supervisor

Office Manager

Hygiene Supervisor

• Meets all requirements as a Hygienist with added responsibilities

• Oversees follow through on job duties for Hygienists

• Monitor all hygiene duties for Office Manager

• Reviews patient charts each morning for that day

• Responsible for staff schedules in hygiene department

• Sterilizes instruments when needed

• Maintains CPR certification

• Orders all hygiene supplies and maintains inventory

Reports to: Office Manager

Hygienist

• Must maintain a current license in Arizona (including x-ray certification)

• Must complete at least 25 hours/year of continuing education for hygiene

• Maintain CPR certification

• Provide proper quality hygiene for every patient

• Reinforce oral hygiene instruction

• Maintain instruments in good working condition with proper sterilization

• Maintain OSHA standards

• Assist Doctors during exams

• Provide thorough charting on every patient

• Keep working areas clean and organized

Reports to: Hygiene Supervisor

Office Manager

Associate Dentists

• Must have at least 5 years experience after graduating from dental school

• Must maintain a current license in Arizona

• Keep a malpractice insurance policy current

• Diagnose and treat patients in accordance with the Office Treatment & Diagnosis Policy in the H/R Manual

• Go over schedule with front office during morning huddle

• Check charts for accurate charting

• Maintain CPR certification

• Do “We Care Calls” after each shift

Reports to: General Manager

President/CEO

General Manager

• Oversees daily operations of Today’s Dental No. 1, Ltd.

• Meet daily and/or weekly with Office Manager for strategy, personnel issues and future planning

• Oversees completion of Daily Audit Report at dental office

• Responsible for all financial and tax related aspects of all five companies

• Hire new staff and monitor staff performance with 90-day and yearly evaluations

• Work with Office Manager on staffing issues and solving staff conflicts

• Compile and update monthly and annual in-house reports for Today’s Dental and meet with Office Manager to review and analyze

• Responsible for all legal documents, contracts, trademarks, domain names, corporation paperwork, etc. relating to Today’s Dental No. 1, Ltd.

Reports to: President/CEO

Controller

• Manages all business and personal bank accounts for Dr. Farran’s companies including monitoring cash flow

• Responsible for payroll for Today’s Dental and TBEE, LLC

• Reconciles bank accounts monthly for all companies

• Responsible for accounts payable for all companies and accounts receivable for Farran Media companies

• Handles all H/R paperwork for employees and relating companies

• Handles all liability and life insurance for companies and owner

• Updates H/R and Employee Info spreadsheets as needed

• Completes monthly sales tax reports and quarterly payroll reports

• Completes yearly payroll reports, W-2’s, 1099’s, and 401K Census

• Compiles figures for yearly Employee Compensation Brochure

• Assists General Manager with small projects or phone calls

Reports to: General Manager

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