Office Manager

Job 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

Full-time