Front Office Assistant

Overview

Advanced Oral & Max Surgery-Elmhurst, a well-established oral and maxillofacial surgery practice, is seeking a dependable, organized, and customer-focused Front Office Assistant to join our team. As the first point of contact for patients, you will play a key role in providing exceptional service while ensuring smooth front desk operations. This is a floating position, splitting time between our Elmhurst office (Monday, Wednesday, Friday) and our Libertyville office (Tuesday, Thursday). Responsibilities involve scheduling, managing patient records, handling insurance verification, processing payments, and maintaining a welcoming and efficient reception area.

Patient Check-In & Scheduling

· Warmly greet and check in patients upon arrival.

· Schedule, confirm, and manage patient appointments to maximize efficiency.

· Clearly communicate appointment details, preparation instructions, and office policies.

· Coordinate follow-up visits and rescheduling as needed.

Front Desk Operations

· Answer and route incoming calls in a professional, friendly manner.

· Ensure all required paperwork, including consent forms, is completed and accurate.

· Maintain a clean, organized, and well-stocked reception area.

· Insurance & Financial Duties

· Collect and verify insurance information, eligibility, and plan benefits.

· Communicate potential out-of-pocket costs to patients.

· Collect co-pays, deductibles, and payments at time of service.

· Partner with the billing team to ensure accurate claims processing.

Clinical & Safety Support

· Understand relevant medical history sufficiently to alert doctors to issues that may affect oral surgery.

· Maintain awareness of and adherence to infection control protocols.

· Assist discharge personnel with post-operative instructions and emergency management as needed.

· Maintain current CPR certification (training provided by employer).

Administrative Support

· Accurately enter patient data and keep records updated in the practice management system.

· Scan, file, and organize documents in compliance with HIPAA regulations.

· Support clinical staff in maintaining smooth patient flow throughout the day.

· Assist in training new employees when indicated.

Qualifications

Education & Experience

· High school diploma or equivalent required; associate’s or bachelor’s degree preferred.

· Prior experience in a dental, oral surgery, or medical office preferred.

· Familiarity with insurance verification and medical/dental terminology is a plus.

· Technical Skills

· Proficiency with practice management software (WinOMS, Dentrix, Eaglesoft, or similar).

· Microsoft Office Suite skills (Word, Excel, Outlook).

· Strong data entry accuracy.

Soft Skills

· Excellent interpersonal and customer service skills.

· Strong organizational skills and attention to detail.

· Ability to multitask in a fast-paced environment.

· Bilingual skills are a plus.

· Maintain a presentable, professional appearance.

Benefits

· 401(k) with 3% Safe Harbor Contribution

· Health, dental, vision, and life insurance

· Paid time off and sick leave

· Flexible spending account

· Uniform allowance

· On-the-job training and career growth opportunities

Schedule: Elmhurst – Monday, Wednesday, Friday | Libertyville – Tuesday, Thursday