Administrative Assistant

Grand Family Dentistry has been dedicated to providing high-quality, personalized dental care since 1998. They are seeking a highly organized and detail-oriented Administrative Assistant to support the Director of Operations and ensure consistency across multiple dental offices. This role involves overseeing daily operational tasks, monitoring office performance, and ensuring compliance with established procedures.

Responsibilities

• Assist the Director of Operations with daily operational tasks
• Complete and distribute the Daily Task Report
• Monitor patient confirmation calls and data capture, ensuring calls are completed according to SOP and properly documented in Open Dental
• Review schedules 3 days in advance to ensure:
• Treatment plans are scanned into patient charts
• Required prepayments have been collected
• Monitor after-hours messages, ensuring they are reviewed, documented, followed up on, and logged in Open Dental
• Monitor staff time management, ensuring team members are clocked in on time each day
• Confirm insurance claims are being sent from Open Dental to DentalXChange
• Review daily patient balances to ensure proper collection at time of service
• Follow up on all daily tasks by sending reports and addressing issues with office coordinators and team members as needed
• Complete and distribute the Weekly Task Report
• Monitor Downtime Checklists, ensuring they are completed and scanned into charts by Tuesday each week
• Verify SMS weekly reports are sent and uploaded by Monday
• Ensure weekly recall reports are completed and uploaded by Friday
• Monitor Podium reviews, ensuring patients are being asked for reviews and that responses are completed
• Verify all new patient referral sources are properly entered in Open Dental
• Review clinical notes weekly to ensure providers are completing documentation for all patient visits
• Review X-rays with the dentist to ensure providers are following the appropriate standard of care
• Update financial spreadsheets and provide a weekly performance summary to doctors and front office teams
• Prepare a Monthly Task Report to office teams, clinical coordinators, and providers covering:
• Monthly SMS reporting
• Billing statement cycles
• Pre-treatment estimate tracking
• Production and collection reporting
• Office incentive tracking

Skills

• Strong organizational and analytical skills
• Ability to manage multiple offices and priorities simultaneously
• Excellent written and verbal communication skills
• Strong attention to detail and problem-solving abilities
• Proficiency with Excel and reporting systems
• Bachelor's (Required)
• Ability to Commute: Mandeville, LA 70471 (Required)
• Previous dental office experience preferred
• Experience with Open Dental or dental practice management software strongly preferred

Benefits

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Company Overview