Administrative Assistant

Charleston Oral and Facial Surgery is growing and looking for a full-time Administrative Assistant (Front Desk/Check-In) to join our team. Our practice consists of eight providers and an office staff of over 50 dedicated professionals committed to delivering exceptional patient care throughout the Charleston region. Our state-of-the-art offices allow us to provide the highest quality oral and maxillofacial surgical care in a safe, compassionate, and patient-centered environment. We offer a full scope of oral and maxillofacial surgery services, including wisdom tooth extractions, dental implants, orthognathic surgery, bone grafting, TMJ treatment, oral pathology, and more. At Charleston Oral and Facial Surgery, we foster a collaborative and growth-oriented environment. We offer competitive compensation, comprehensive benefits, and opportunities for professional development. Join our team and contribute to providing outstanding surgical care to the Charleston community. 

The Administrative Assistant serves as the first point of contact for patients and visitors and plays a critical role in creating an exceptional patient experience. This position is responsible for ensuring efficient front office operations through professional communication, accurate patient registration, scheduling, insurance verification support, and administrative coordination.

The ideal candidate is organized, dependable, customer-service focused, and thrives in a fast-paced healthcare environment while maintaining accuracy and professionalism. This position is a floating position and requires travel between Charleston Oral and Facial Surgery's Northern Territory offices, including Summerville, Ladson, West Ashley, James Island, Mount Pleasant, and Sumter, based on operational needs.

  Essential Duties and Responsibilities 

• Welcome patients and visitors with a friendly, professional, and compassionate attitude.
• Complete patient check-in and check-out efficiently while ensuring a positive patient experience.
• Verify and update patient demographic information, insurance information, and required documentation.
• Collect co-payments, deductibles, outstanding balances, and other patient payments according to company policies.
• Review patient registration forms for completeness and accuracy.
• Obtain and scan required documentation into the electronic health record.
• Schedule new and established patient appointments according to company scheduling guidelines.
• Maintain a thorough understanding of appointment types and scheduling protocols.
• Answer incoming phone calls professionally and direct calls appropriately.
• Respond to emails and other patient inquiries promptly and professionally.
• Communicate effectively with patients regarding appointments, paperwork, financial policies, and office procedures.
• Verify insurance eligibility and benefits as assigned.
• Assist with obtaining referrals, authorizations, and required documentation when needed.
• Maintain accurate patient records within CareStack.
• Ensure all required documentation is completed prior to scheduled appointments.
• Follow all HIPAA, OSHA, and company privacy and compliance policies.
• Coordinate with clinical and administrative team members to ensure efficient patient flow.
• Assist with distributing post-operative materials and patient education information as directed.
• Monitor patient wait times and communicate delays appropriately.
• Maintain cleanliness and organization of the reception area.
• Assist with office opening and closing procedures.
• Support providers and team members by completing administrative tasks as assigned.
• Participate in staff meetings, required training, and continuing education opportunities.
• Maintain a positive, professional attitude while providing exceptional customer service to patients, visitors, and referring offices.
• Demonstrate flexibility by assisting other departments and offices as needed.
• Float and travel between Charleston Oral and Facial Surgery's Northern Territory offices, including Summerville, Ladson, West Ashley, James Island, Mount Pleasant, and Sumter, based on business needs.
• Perform other duties and special projects as assigned by management.

Required Qualifications:

• High school diploma or GED.
• Minimum of one year of customer service experience; medical or dental office experience preferred.
• Excellent verbal and written communication skills.
• Outstanding interpersonal and customer service skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Ability to maintain professionalism and composure under pressure.
• Ability to learn new software and office procedures quickly.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Ability to work independently while contributing to a collaborative team environment.
• Commitment to maintaining patient confidentiality.
• Ability and willingness to travel between all Northern Territory practice locations as business needs require.
• Valid driver's license and reliable transportation.

Job Type: Full-time