Receptionist

Job Summary: The Vivos Receptionist is the face and voice of Vivos. He/she is the first and the last impression that patients, family members, other health care professionals and visitors have of the Vivos Center. This person has a very important role and is a key part of our success. The Receptionist interacts with the public both by telephone and in the Center, making each interaction a WOW experience.

Main Job Duties and Responsibilities:

• Greets patients/visitors in a welcoming, friendly, caring, kind and professional manner
• Answers incoming phone calls with a smile, conveying a friendly, caring, kind and professional attitude
• Routes phone calls to the appropriate people
• Completes New Patient Intake Forms for every new patient
• Answers patient questions in a knowledgeable manner – if unsure of an answer to a question a patient has, finds someone who can answer
• Assists patients to complete all necessary forms and documentation
• Offers hospitality to patients/parents
• Verifies and updates patient information as needed
• Accurately enters all relevant patient information into data system
• Researches patient insurance benefits and enter into data system
• Notifies back office that patient has arrived
• Ensures that patients are not left waiting more than 5 minutes in the reception area
• Maintains and manages patient records in compliance with privacy and security regulations per HIPAA protocol
• Responds and complies to requests for information per HIPAA protocol
• Schedules patient appointments
• Confirms upcoming appointments and recalls according to center protocol
• Checks daily appointment schedule
• Checks appointment schedule two/three days out for openings
• Makes calls to patients from assigned Patient Call Lists
• Fills schedule when there are cancellations or no-shows
• Organizes referrals to other medical/dental specialists
• Presents patient financial arrangements using the financial stair steps
• Assists patients in applying for third party financing (Care Credit and Wells Fargo)
• Checks patients out and schedule next appointment
• Collects payments from patients at time of treatment
• Creates school excuse notes as requested by parent
• Asks for referrals
• Asks patients/parents to complete survey
• Asks patients/parents to like us on Facebook, Instagram, Twitter and YouTube
• Reviews and submits claim forms for dental/medical insurance
• Sends out Thank You notes to New Patients
• Tracks Patient Referrals
• Understands and is aware of all current marketing
• Monitors and maintains inventory of front office supplies
• Maintains patient education materials and articles in the reception area
• Maintains a neat, clean and professional reception area/kid’s room
• Maintains neat and clean patient rest room
• Safeguards patient privacy and confidentiality per HIPAA protocols
• Protects patients and team members by adhering to infection-control policies and OSHA protocols
• Conducts Patient Education Meetings as needed
• Assists in the back office as needed
• Assists Team Leader as needed
• Prepares required material for Morning Huddle and leads morning huddles as needed
• Attends bi-weekly Staff Meeting
• Compiles daily, weekly and monthly statistics/graphs
• Attends and participates in off-site events (health fairs, community events, etc.) as needed
• Helps and assists with Live Training at the Institute performing all tasks asked of (Sterilization, Clean up, kitchen duties)
• Other duties as assigned by management team

Key Competencies:

• Communication skills
• Customer service skills
• Team work
• Information collection and management
• Organizational skills
• Accuracy
• Initiative
• Adaptability
• Confidentiality
• Patient Focused/Friendly
• Presentation skills
• Ability to problem solve and seek win/win resolutions with other team members and patients

Qualifications, Education and Experience:

• General education degree, high school diploma or higher
• Phone skills
• Customer service skills
• Knowledge of computer and relevant software applications
• Knowledge of general administrative and clerical procedures
• Knowledge of dental terminology, procedures and diagnosis is helpful but not required at time of hire
• Working knowledge of dental/medical insurance is helpful but not required at time of hire
• Marketing and sales background beneficial, but not required
• Must enjoy working with children