Front Office Assistant in Cleveland, Tennessee at PHASE 1 EQUITY

Front Office Assistant

Position Type: Full-Time | Work Location: In-Person (Dual Locations in Cleveland and Hixon TN)

Overview

Smile More Orthodontics, a growing orthodontic practice affiliated with Phase 1 Equity, is seeking a dependable, organized, and patient-focused Front Office Assistant to join our team. As the first point of contact for patients and families, this role is essential in delivering an exceptional patient experience while ensuring smooth daily front office operations. This position involves appointment scheduling, patient intake, insurance verification, financial coordination support, and maintaining an organized and welcoming reception environment.

Primary Responsibilities

Patient Check-In & Scheduling
• Warmly greet and check in patients, parents, and guardians upon arrival.
• Schedule, confirm, and manage patient appointments including consultations, adjustment visits, debonds, retainer checks, and follow-up care.
• Communicate appointment expectations, preparation instructions, and office policies clearly to patients and families.
• Coordinate treatment start appointments, follow-up visits, and rescheduling as needed.
• Assist in managing orthodontic scheduling templates to maximize provider efficiency and chair utilization.

Front Desk Operations
• Answer and route incoming calls in a professional, courteous, and timely manner.
• Respond to patient inquiries regarding appointments, treatment progress, and office policies.
• Ensure all required patient paperwork, consent forms, and health history documentation are completed accurately.
• Maintain a clean, organized, and professional reception area.
• Support patient recall efforts and appointment reminders to reduce scheduling gaps and no-shows.

Insurance & Financial Duties
• Collect and verify dental insurance information, eligibility, orthodontic benefits, and lifetime maximums.
• Communicate treatment-related financial obligations and estimated out-of-pocket costs to patients and families.
• Collect co-pays, deposits, installment payments, and balances at time of service.
• Partner with treatment coordinators and billing team to support claims processing and payment posting accuracy.

Administrative Support
• Accurately enter patient demographics, treatment notes, and account updates into the practice management system.
• Scan, file, and organize patient documentation in compliance with HIPAA regulations.
• Support clinical and administrative teams in maintaining smooth patient flow throughout the day.
• Assist with maintaining office supplies and front office inventory as needed.

Qualifications

Education & Experience
• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Prior experience in a dental, orthodontic, or healthcare office preferred.
• Familiarity with dental insurance verification and orthodontic terminology preferred.

Technical Skills
• Microsoft Office Suite skills (Word, Excel, Outlook).
• Strong data entry accuracy and attention to detail.

Soft Skills
• Excellent interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced, patient-facing environment.
• Professional demeanor with strong communication skills.
• Bilingual skills are a plus.

Schedule: Monday–Thursday