Job Title

Front Desk Associate

Department Reports To: Rebecca Roman, Dr. Cyndi Nguyen, and Dr. Thomas C. Spalla

Job Summary:

Job Description

Last Modified: August 25, 2022

Front Desk Associate:

Assists patients, clinical staff, and others involved in our practice by performing administrative duties but some clinical under the direction of Rebecca Roman, Dr Cyndi Nguyen, and Dr. Thomas C. Spalla.

Administrative duties may include scheduling appointments, answering basic patient phone calls/clinical questions, and maintaining medical records.

Knowledge in Oral Surgery billing with knowledge of medical and dental codes is required.

General Accountabilities

• Greets our patients and any guests in a friendly and welcoming matter.
• Always interacts with our patients and guests in a professional manner with a concierge mentality.
• Ensures all related reports, labs and information is filled out and available in patients’ medical records prior to their appointment, if applicable.
• Secures patient information and maintains patient confidence by completing and safeguarding medical records; keeping patient information confidential.
• Answers questions regarding our practice to potential clients and referring offices.
• Helps to maintain a clean office working space.
• Maintains safe, secure, and healthy work environment by establishing and following standards and procedures; complying with legal regulations.
• Keeps supplies ready by inventorying stock; requesting orders to be placed; verifying receipt.
• Takes telephone messages and provides feedback and answers to patient/physician/pharmacy calls.
• Performs other related duties as assigned or requested.
• The company reserves the right to add or change duties at any time.
• Reasonable accommodations may be made to enable individuals with disabilities/limitations to perform essential functions.
• Performs the above with a high degree of accountability, honesty and delivers patient care with a concierge-like attitude.
• Asks questions and will reach out to Rebecca Roman or Drs. Nguyen or Spalla or other clinical staff if you are unclear/unsure about ANYTHING pertaining to your duties
• The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.

Job Qualifications

• Minimum Education: High School Diploma or equivalent substitute.
• Minimum Experience: 2 years; combined education/experience as substitute for minimum experience.
• Minimum Skills: Experience with EMR, MS Word, Excel, MS Outlook.

Skills:

• Able to speak/write English clearly.
• Good verbal and written communication skills.
• Correct grammar, spelling skills, and legible writing.
• Skills in answering the telephone in a pleasant and helpful manner.
• Able to read, understand, and follow oral and written instructions.
• Demonstrate compassion and caring in dealing with others.
• Approaching patients and other team members in a tactful and professional manner.
• Demonstrate willing to adapt to change.
• Be able to prioritize workload while remaining flexible.
• Confident positive manner and appearance.
• A desire and demonstration of continued education and learning.
• Understanding the implications of new information for both current and future problem-solving and decision-making.
• Ability to maintain records.
• Computer skills: data entry, electronic medical record (EMR) system navigation, Microsoft applications, and e-mail.

Skills: Language

● English, at a minimum. Any other languages welcomed.

Competencies

• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents data effectively; Able to read and interpret written information.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives for oneself.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Able to handle frequent change, delays, or unexpected events.
• Teamwork - Balances team and individual responsibilities; Gives and welcomes feedback; Able to build morale and group commitments to goals and objectives.
• Professionalism - Approaches others in a polite and tactful manner; Maintains composure and reacts well under pressure; Treats others with respect and consideration; Accepts responsibility for own actions; Follows through on commitments.
• Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Must work well with occasional interruptions, must have effective organizational, problem solving, and time management skills.
• Ability to learn and comprehend information from Procedures Manuals and other materials; possess people skills to handle different personalities and situations.
• Exceptional customer service and phone etiquette.
• Have the ability to maintain effective and organized systems to ensure timely patient flow.

Physical Demands

• Occasionally required to sit, walk, reach with hands and arms
• Have some degree of manual dexterity for procedures and assisting
• Occasionally required to lift moderate weights (25-50 pounds) but to ALWAYS ask for assistance and not attempt if you feel it’s not comfortable or safe.
• Specific vision abilities required for this job include close vision, distance vision, ability to adjust or focus.
• Hearing abilities include being able to clearly understand a soft-spoken person in the office.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment

• This job operates in a high-end, concierge-level medical environment. This style of environment is to be maintained at all times while at work.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• You may occasionally be asked to assist with, and attend, office-related events such as open house parties or community outreach.

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Philadelphia, PA 19123: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 4 years (Required)
• Oral Surgery: 4 years (Required)

Work Location: In person

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