Front Office Assistant in Kerrville, Texas at Allied OMS LLC

Position Summary: Kerrville Oral and Maxillofacial Surgery is a well-established oral and maxillofacial surgery practice in Kerrville, Texas, committed to delivering exceptional, patient-centered care. We're seeking a dependable, organized, and customer-focused Front Office Assistant to be the first point of contact for our patients. You'll handle scheduling, patient records, insurance verification, and payment processing while maintaining a welcoming, efficient reception area.

Office Operations:

• Prepare for daily consultation patients by obtaining referrals, verifying required imaging, and ensuring patients are properly entered into the system.
• Prepare for daily surgical patients by verifying treatment plans, referrals, consents, and other required documentation.
• Greet patients in a friendly, professional, and welcoming manner.
• Maintain an efficient patient check-in and waiting-room process while minimizing patient wait times.
• Verify and confirm patient appointments approximately 48 hours prior to the scheduled appointment.
• Encourage patients to complete paperwork prior to their appointment through the website, email, mail, or in person. Assist patients with forms when necessary.
• Provide patients with information regarding the office, restrooms, coffee and beverages, and other available amenities.
• Accurately enter and maintain complete patient information in the electronic medical record system.
• Follow established scheduling guidelines to maximize office efficiency.
• Manage new-patient and consultation schedules.
• Maintain and stock the coffee and beverage area and keep the front office neat and organized.
• Manage referral forms and referral documentation.
• Prepare and send referral thank-you letters and manage cancellation and no-show follow-up.
• Monitor and direct incoming office email and faxes.
• Distribute radiology and pathology reports appropriately.
• Scan and maintain patient insurance cards and documentation.
• Collect and accurately apply patient payments.
• Complete post-surgical deposit checks to verify payment accuracy.
• Schedule follow-up appointments when clinical staff are unable to do so.
• Answer incoming phone calls and direct calls appropriately.
• Manage morning and afternoon phone rollovers.
• Order and maintain office supplies.
• Complete daily daysheet correction checklists.
• Maintain and clear the referral queue.
• Follow up on unscheduled referrals according to office protocol, including three phone calls approximately three weeks apart followed by a referral letter when necessary.
• Distribute incoming mail and prepare outgoing packages as needed.
• Complete end-of-day responsibilities, including deposits, daysheets, next-day schedule review, batch-out procedures, and securing the office.
• Assist with special projects and other duties as assigned.

The Office Assistant will assist with developing and maintaining positive relationships with referring dental offices and supporting the practice's referral-based efforts.

• Communicate with and maintain regular contact with referral offices.
• Assist with implementation of marketing and referral-relations initiatives.
• Maintain accurate referral information within the practice management system.
• Monitor patient comment cards and assist with obtaining online reviews and feedback through platforms such as Google and Facebook.
• Assist with answering phones and supporting front-office operations as needed.

• Assist with planning, organizing, and coordinating referral events, continuing education programs, referral lunches, and other practice events.
• Assist with maintaining practice website and social media content as assigned.

The Office Assistant will assist with administrative and financial functions necessary to support the timely and accurate collection of practice revenue.

• Review and verify claims prior to submission, including confirming procedures performed and the accuracy of applicable codes.
• Communicate with clinical staff and providers as necessary to obtain information needed for accurate claims.
• Submit insurance claims electronically within 24–48 hours of the date of service.
• Process Explanation of Benefits (EOBs) by accurately posting insurance payments to patient accounts.
• Assist with researching and resubmitting denied claims when additional information is required.
• Follow up on open treatment plans and outstanding patient opportunities.
• Assist with daily daysheet audits and treatment-planning effectiveness reports.
• Review accounts receivable and assist with processing patient statements and refund requests.
• Make collection calls as assigned.
• Maintain accurate documentation of financial and insurance activity.

The Office Assistant will assist with coordinating treatment plans and surgical appointments between the referring office, patient, and practice to ensure a smooth and positive patient experience.

• Answer phone calls and schedule consultation, treatment, and surgical appointments.
• Communicate with referring offices to coordinate appointments and obtain necessary information.
• Review treatment plans with patients and clinical staff to ensure the patient understands the recommended treatment.
• Provide patients with a complete printed treatment plan prior to leaving the office.
• Explain available payment options and assist patients in understanding applicable insurance benefits and financial responsibilities.
• Discuss treatment and payment options with patients and their families and assist in reaching an appropriate financial arrangement.
• Process payments using applicable methods, including credit card, CareCredit, insurance, and cash.
• Schedule surgical procedures and provide patients with appointment reminders and instructions.
• Collect consultation fees and other applicable patient payments.
• Ensure all required documentation, referrals, consents, and financial arrangements are completed prior to scheduled procedures.

• High school diploma or equivalent required.
• Previous experience in a dental or medical office setting is preferred but not required.
• Experience with dental or medical scheduling, patient registration, insurance verification, treatment coordination, billing, or other healthcare administrative functions is highly desirable.
• Experience with practice management software, electronic medical records is preferred.
• Experience working in a fast-paced healthcare or professional office environment is a plus.
• Additional education or training in dental, medical, healthcare administration, or business administration is preferred.

• Excellent customer service and communication skills, with the ability to interact professionally and compassionately with patients, referring offices, insurance companies, providers, and team members.
• Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities and meet deadlines.
• Excellent attention to detail and accuracy when handling patient information, scheduling, financial transactions, insurance claims, and documentation.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to learn new systems, procedures, and responsibilities quickly and apply that knowledge accurately.
• Strong computer skills, including proficiency with email, electronic medical records, practice management software, and standard office applications.
• Ability to maintain confidentiality and appropriately handle sensitive patient and financial information.
• Strong problem-solving skills and the ability to use good judgment when addressing routine office situations.
• Ability to adapt to changing priorities and remain productive in a busy, fast-paced environment.
• Ability to recognize what needs to be done and take appropriate action without requiring constant direction or supervision.
• Ability to maintain accuracy and professionalism while working at a fast pace.
• Understanding of how efficient office operations, patient satisfaction, treatment coordination, and accurate financial processes contribute to the overall success of the practice.

• Dependable and punctual attendance is essential to the success of this position.
• Demonstrates a strong work ethic, reliability, maturity, and accountability.
• Takes initiative and actively contributes to the daily operation of the office rather than waiting to be directed for every task.
• Willingness to assist with responsibilities across different areas of the practice when needed to maintain an efficient workflow.
• Receptive to constructive feedback and willing to make adjustments, learn from mistakes, and continuously improve.
• Demonstrates the ability to learn quickly, retain information, and become increasingly independent as knowledge and experience are gained.
• Maintains a positive and professional attitude when working under pressure or managing competing priorities.
• Demonstrates a genuine interest in developing professionally and building a long-term career within the practice.
• Willingness to learn the full scope of the position and take on additional responsibilities as skills and experience develop.
• Advancement and increased compensation opportunities may be available as the employee demonstrates proficiency, reliability, initiative, and the ability to successfully take on additional responsibilities.

Allied OMS is a doctor-owned, doctor-led, and doctor-governed management services organization (MSO) in the oral and maxillofacial surgery space that combines the best of private practice with the best of private equity.

Leveraging decades of experience building platform businesses in the healthcare industry and collectively owned by member surgeons, private equity, and management consulting veterans, Allied OMS offers essential tools for maximizing practice value.

Grounded in clinical excellence, doctors in the Allied OMS network maintain essential roles in management, governance, and clinical practice and participate directly in the platform's growth. Seventy-five percent of the Allied OMS board of directors are doctor members, and Allied OMS doctors lead 100% of the platform's management committees.

Founded in 2020 in partnership with DuneGlass Capital, a healthcare services-focused independent sponsor, the Allied OMS network now includes 83 doctors serving patients from 49 locations in Arizona, California, Colorado, Illinois, Indiana, Louisiana, Maryland, Michigan, New York, Oregon, Tennessee, Texas, and Virginia