Wesley Dentistry is now hiring a Full Time Dental Office Administrator in Brentwood, TN!

Wesley Dental provides general, restorative, emergency, and cosmetic dentistry along with orthodontics and oral surgery in the Brentwood area.  We are looking for a friendly, adaptable dental professional to join our team!

Schedule: Monday - Thursday 8 am - 3 pm

To learn more about this thriving practice, visit:  https://www.wesleydentistry.com

Full Time Employment Benefits

• Employee Monthly Incentive Program
• Medical, Dental, and Vision
• Paid Time Off (PTO)
• 401(k) Retirement Plans
• Paid Company Holidays, Bereavement, and Jury Duty
• Paid Basic Life & AD&D insurance
• Employee Assistance Program (EAP) for all employees and their household
• Short Term Disability
• Employee Referral Bonus Program
• Voluntary Life & AD&D Insurance
• Pet Insurance
• Accidental Injury, Critical Illness, and Hospital Indemnity plans with wellness incentives

Additional Benefits

• Patient-Centric Community Approach
• Established Practices in Modern Facilities 
• Private Practice Culture
• Complete Business Support 
• Schedule with great Work/Life Balance
• Supportive, Collaborative Team Environment
• Welcoming, Friendly Work Environment Where Your Input Matters!
• 100% Clinical Autonomy
• Career Growth
• Professional Development

1. Scheduling Appointments

• Schedule patient appointments efficiently, considering the dentist’s and staff’s availability.
• Ensure there is enough time for each procedure and avoid overbooking.
• Manage patient cancellations, reschedules, and no-shows promptly.

2. Patient Communication

• Answer incoming calls and respond to inquiries regarding appointments, treatments, and office policies.
• Confirm appointments with patients in advance (via phone, text, or email) to reduce no-shows.
• Provide information about office hours, services, and insurance options.

3. Maintaining the Appointment Calendar

• Update and manage the dentist’s daily, weekly, and monthly schedule.
• Track the status of appointments, noting any changes or special requests.
• Ensure that the schedule is well-organized and minimizes gaps or delays in patient flow.

4. Coordinating with Dental Staff

• Collaborate with dental hygienists, assistants, and other team members to ensure they are aware of the schedule.
• Communicate any changes in patient appointments to the relevant team members promptly.

5. Handling Patient Records

• Ensure that patient information is up-to-date in the scheduling system.
• Verify patient demographics, insurance details, and medical histories before the appointment.
• Prepare patient charts for the dental team ahead of appointments.

6. Managing Patient Flow

• Monitor and manage the flow of patients to ensure minimal wait times.
• Adjust schedules if there are delays or if patients need to be seen earlier or later than originally planned.

7. Insurance Verification

• Verify insurance coverage and eligibility for scheduled appointments.
• Inform patients of any issues related to insurance and coordinate with the front desk for insurance billing.

8. Managing Emergencies

• Fit emergency patients into the schedule when necessary.
• Prioritize urgent cases and adjust the schedule accordingly.

9. Patient Reminders and Follow-Up

• Send reminders to patients about upcoming appointments.
• Reschedule follow-up appointments and routine visits as needed, ensuring patients remain compliant with their treatment plans.

10. Maintaining the Office’s Calendar

• Schedule office meetings, lunch breaks, and time for cleaning or other non-patient activities.
• Plan time for the dentist or dental hygienists to attend to administrative tasks, continuing education, or other needs.

11. Data Entry and Documentation

• Input patient information into the office’s database and maintain accurate records of all interactions.
• Track appointment history and ensure the proper documentation for billing, insurance claims, and medical purposes.

12. Handling Patient Concerns

• Address patient concerns regarding their appointments or scheduling conflicts.
• Provide professional customer service and resolve any scheduling issues efficiently.

13. Compliance with Office Policies

• Follow office procedures, ensuring adherence to confidentiality standards (such as HIPAA).
• Adhere to best practices for patient scheduling and documentation.

14. General Administrative Support

• Assist with clerical tasks such as scanning, filing, faxing, or photocopying.
• Help with billing or payment processing, including collecting patient payments at the time of service.

1. Organizational Skills
- Ability to manage multiple appointments, prioritize tasks, and keep track of scheduling changes.
- Handling patient records, appointment reminders, and dentist schedules efficiently.
2. Communication Skills
- Clear and concise communication with patients, dental staff, and doctors.
- Ability to answer questions, explain procedures, and address patient concerns professionally.
3. Time Management
- Efficiently managing time to avoid overbooking and ensure patients are seen on time.
- Balancing emergency visits with regularly scheduled appointments.
4. Computer Proficiency
- Familiarity with dental scheduling software and office management tools.
- Ability to update patient records, schedule appointments, and perform billing tasks digitally.
5. Attention to Detail
- Correctly noting patient preferences, appointment details, and treatment plans.
- Keeping track of patient follow-ups, insurance details, and medical histories.
6. Customer Service
- Providing excellent service to patients, ensuring they feel welcome, respected, and informed.
- Handling patient inquiries, complaints, and concerns with professionalism and care.
7. Multitasking
- Managing phone calls, appointment bookings, patient intake, and other administrative tasks simultaneously.
8. Problem-Solving
- Handling scheduling conflicts, cancellations, or last-minute changes with flexibility and professionalism.
- Finding quick solutions to unexpected situations like double bookings or missed appointments.
9. Knowledge of Dental Terminology
- Understanding basic dental terms and procedures to accurately schedule appointments and explain services to patients.
10. Confidentiality and HIPAA Compliance
- Ensuring patient information is kept confidential and adhering to privacy laws like HIPAA.
11. Customer Relationship Management
- Building and maintaining positive relationships with patients, ensuring they return for follow-up visits and refer others.
12. Adaptability
- Adjusting to changes in the office schedule, patient needs, or dental team availability.

13. Goal Oriented

-Manage unscheduled and treatment pending lists to ensure patient follow through to meet scheduling goals

Other Qualifications

• High school diploma
• 2 or more years dental front office experience required
• Computer proficiency and ability and openness to learn new programs, systems and protocols
• Positive and flexible attitude and professional demeanor
• Ability to collaborate with a team

Star Dental Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.