Front Desk Administrator

Job Title: Front Desk Administrator

Job Description

The Front Desk Administrator oversees all front desk, administrative, insurance, scheduling, billing, and general office operations within a small dental practice. This role ensures patients receive a professional and welcoming experience while supporting the clinical team with accurate documentation, efficient scheduling, and timely insurance and billing processes.

Responsibilities

• Greet and check in patients in a professional, friendly, and timely manner.
• Answer incoming phone calls, respond to patient inquiries, and route calls appropriately.
• Schedule, confirm, and reschedule patient appointments to maintain an efficient and organized calendar.
• Verify patient insurance eligibility and benefits prior to appointments.
• Collect co-pays, outstanding balances, and other payments from patients and process them accurately.
• Maintain accurate and up-to-date patient records, including demographic and insurance information.
• Manage appointment reminders and follow-up communications to reduce no-shows and improve patient adherence.
• Coordinate patient flow throughout the day to support an efficient clinical schedule.
• Assist with treatment plan coordination and provide patients with clear information and education regarding their visits.
• Submit insurance claims accurately and promptly and follow up on outstanding payments and denials.
• Prepare, organize, and maintain patient charts and related documentation.
• Manage referrals, records requests, and professional correspondence in a timely and organized manner.
• Order office and clinical supplies, monitor inventory levels, and ensure essential items are always available.
• Support dentists and clinical staff with administrative tasks to help streamline patient care.
• Ensure compliance with HIPAA regulations and all office policies related to privacy, documentation, and patient communication.
• Handle general office duties such as filing, scanning, faxing, and data entry with a high level of accuracy.
• Use dental practice management software, including Dentrix, to manage appointments, records, and billing.
• Utilize Microsoft Office and basic computer applications to create, update, and manage documents and reports.
• Maintain a professional, friendly, and calm demeanor when interacting with patients and staff, even in busy or stressful situations.

Essential Skills

• At least 3+ years of experience working at the front desk in a dental office.
• Previous experience in a dental office environment is required.
• Expert-level proficiency with dental practice management software, specifically Dentrix.
• Strong customer service skills with the ability to communicate clearly and professionally with patients and staff.
• Knowledge of dental terminology, procedures, and insurance processes (preferred but highly beneficial).
• Proficiency in Microsoft Office and basic computer applications.
• Proven ability to verify dental insurance eligibility and benefits.
• Experience with scheduling, confirming, and rescheduling patient appointments in a dental setting.
• Accurate data entry skills and strong attention to detail.
• Excellent organizational and multitasking abilities, with the capacity to manage multiple priorities.
• Ability to work independently with minimal supervision while supporting a small team.
• Strong problem-solving skills and the ability to handle issues proactively.
• Ability to maintain confidentiality and professionalism at all times, particularly regarding patient information.

Additional Skills & Qualifications

• Experience providing front desk and receptionist customer service in a medical or dental environment.
• Familiarity with dental insurance verification and claims submission processes.
• Comfort working with general administrative tasks such as filing, scanning, faxing, and managing correspondence.
• Friendly and professional demeanor when interacting with patients, visitors, and colleagues.
• Detail-oriented and dependable, with a strong sense of responsibility.
• Team-oriented mindset with a positive attitude and willingness to support others.
• Ability to remain composed and efficient in a busy office environment.
• Strong written and verbal communication skills.
• Commitment to upholding patient confidentiality and adhering to HIPAA and office policies.

Work Environment

This role is based in a small dental office that includes one dentist and a dental assistant, creating a close-knit and collaborative team environment. The position involves working at the front desk and in an administrative capacity, using Dentrix dental practice management software, Microsoft Office, and other basic computer applications throughout the day. The typical schedule runs Monday, Tuesday, and Wednesday from 8:00 a.m. to 5:00 p.m., and Thursday from 8:00 a.m. to 6:00 p.m. The office is open two Saturdays a month from 8:00 a.m. to 12:00 p.m., and Saturday work is optional based on the employee's preference. The setting is patient-facing, requiring a professional appearance and demeanor, frequent interaction with patients, and close coordination with clinical staff to ensure smooth patient flow and efficient operations.

Job Type & Location

This is a Contract to Hire position based out of Oceanside, NY.

Pay and Benefits

The pay range for this position is $30.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Oceanside,NY.

Application Deadline

This position is anticipated to close on Aug 17, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.