Accounts Receivable

Billing & Financial Responsibilities - 1 year billing experience required in Dental Office

Check daily ARB, CC web, Care Credit, Sunbit and ECHO payments and pos

Check mail and predeterminations received import into attachments and give to book owners to contact patients if they haven’t scheduled tx

Pull EFTs and add to scan (Aetna, Delta, Dentegra etc.) also cross checking Wells Fargo deposits that have cleared to post

Help with weekly cash deposits for office

Post monthly RFGI payments into patients account in bulk

Work Credit Balance Report monthly with a goal of refunding $20K per month for Dr. Johnson

Handle financial inquiries and assist upset patients regarding billing, scheduling, or front office discrepancies (Providing and importing any EOBs or material to support account audits)

Collaborate with Billing to correct patient claims as needed (example reaching out to patients for medical insurance info, placing claims in queue for medical submissions with cross coding for CPT codes)

Report weekly updates for leadership meeting on Thursday morning to Practice Manager

Scheduling & Team Support

Take overflow calls regarding account questions and scheduling during busy hours

Help support any book owners' inquiries for audits (requested by teams)

Present treatment plans for all specialties as needed, especially on Thursday afternoons

Provide patient support and problem resolution related to scheduling and financial questions (Setting up ARB plans or providing third party financing options)

Administrative Duties

Common Tasks Across All Admin Roles

Patient Interaction & Support

Checking in and checking out patients

Answering phones and handling appointment scheduling

Collecting co-pays and issuing refunds when necessary

Presenting and building treatment plans

Assisting patients with billing, scheduling, or front office concerns

Insurance & Financials

Verifying insurance for upcoming appointments

Posting and scanning patient payments (e.g., ARB, CareCredit, Sunbit, CC Web)

Assisting with credit balance audits and patient refunds

Providing patients with EOBs or billing explanations

Scheduling & Coordination

Managing and adjusting provider schedules (Endo, OS, Perio)

Confirming appointments and triaging emergencies

Requesting x-rays and referrals from general dentists

Coordinating multi-specialty treatment when needed (DART patients, full-mouth cases)

Waitlist management for sooner appointments and cancellations

Administrative Duties

Importing OPRs, x-rays, referrals, and patient paperwork into DSN

Checking and responding to voicemails, emails, and faxes

Running end-of-day tasks: transaction audits, scanning, reports, and metrics

Supporting other departments or team members during call-outs, lunch breaks, or overflow

Cross-Specialty Coverage

Serving as backup for other specialty coordinators (e.g., Endo, DART patients)

Presenting treatment plans and assisting with scheduling across specialties

Monitoring and updating multiple books when needed

Office Operations & Culture

Training new admin staff

Supporting seasonal decor and office organization

Team and Office Operations

Office supply inventory tracking

Huddle prep