Office Manager

1 week ago

Boston, United States Seaport Smiles Full time
Job DescriptionJob Description

Job Title: Treatment Coordinator/Receptionist

Reports to: CEO/Chief Orthodontist

Company overview: Seaport Smiles is a boutique orthodontic practice located in the Seaport District of Boston. It offers unique Invisalign and LightForce treatment options, along with other services to create a cohesive, all-in-one experience tailored to each patient’s needs. Core values of the practice include professionalism, responsibility, gratitude, positivity, inspiration, inclusivity, partnership, and innovation. We blend cutting-edge technology with a highly personal touch to create a one-of-a-kind patient experience.

Job overview: We are looking for a highly motivated, ambitious, and positive individual with a go-getter attitude to join our team. We are a start-up, so be prepared to wear many hats. This is a unique opportunity to help shape the company to truly embody its mission and core values. Seaport Smiles is a small, minority-owned local business, but it has a global reach and changes the lives of countless patients daily. In this role, you will be a core part of the team helping patients feel at home in the practice, as well as assisting the CEO in helping the business grow.

Responsibilities and Duties:

  • Greeting and directing patients
  • Scheduling, confirming, adjusting patient appointments, waitlists, and cancellations as needed
  • Listening to and following up on voicemails
  • Ensuring all requirements are prepped for appointments - proactively asking questions from the whole team about what the requirements are
  • Answering practice calls, emails, and text messages in a timely manner
  • Onboarding new patients
  • Presenting treatment fees, effectively closing cases ensuring high case acceptance
  • Processing of fees and contracts
  • Coordinating with other providers as needed
  • Performing data entry - clinical and non-clinical
  • Managing non-clinical patient communication
  • Reviewing and signing patient consent
  • Meticulous upkeeping of dental records, patient interaction notes, charts, photography, and radiography
  • Answering questions with a joyful attitude, escalating as needed
  • Assisting in social media content brainstorming, creating, and posting as needed
  • Scheduling and coordinating regular team meetings
  • Performing office admin duties: opening, closing, upkeep, as well as some light cleaning
  • Ensuring recurring meetings are booked on the team's calendar
  • Assisting with other business needs as required

Qualifications:

  • Associate’s Degree Preferred
  • Attention to detail
  • Enthusiasm and positive attitude
  • Professional written and verbal communication
  • Sales skills
  • Impeccable organization skills
  • Time-management
  • Ability to multitask
  • Ability to work independently and proactively solve problems
  • Working knowledge of G-Suite and Mac
  • Bilingual is a plus
  • Must be authorized to work in the United States

Compensation:

  • $20-25 per hour
  • Commission on sales
  • Bonuses
  • Paid time off
  • Sick time
  • Vacation time
  • Paid holidays
  • Uniforms
  • Life insurance
  • Gym membership
  • Flexibility
  • Paid training

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