Front Office Assistant

Front Office Assistant
Location: Kerrville, TX
Employment Type: Full-Time
Position Overview
Wheeler Staffing Partners is seeking a dependable, organized, and customer-focused Front Office Assistant for a well-established oral and maxillofacial surgery practice in Kerrville, TX.

The Front Office Assistant will serve as one of the primary points of contact for patients and referring offices while supporting the daily administrative, scheduling, insurance, financial, and treatment coordination functions of the practice.

This is a hands-on position requiring someone who can provide an excellent patient experience while managing multiple responsibilities in a busy healthcare environment. The ideal candidate is detail-oriented, proactive, comfortable working with patients and insurance companies, and willing to learn all aspects of front office operations.
Key Responsibilities Front Office & Patient Support

• Greet patients and families in a friendly, professional, and welcoming manner.
• Manage patient check-in and help maintain an efficient waiting-room process.
• Answer incoming phone calls and appropriately route calls and messages.
• Confirm patient appointments approximately 48 hours in advance.
• Assist patients with completing required forms and documentation before their appointments.
• Accurately enter and maintain patient information within the electronic medical record and practice management systems.
• Manage new-patient, consultation, treatment, and follow-up scheduling.
• Follow established scheduling guidelines to maximize office efficiency and patient flow.
• Maintain an organized, professional, and welcoming reception area.
• Monitor incoming office email, faxes, and mail and distribute information appropriately.
• Scan and maintain patient insurance cards and other required documentation.
• Order and maintain office supplies.
• Assist with special projects and additional administrative responsibilities as needed.

Consultation & Surgical Preparation

• Prepare for daily consultation appointments by obtaining referrals, confirming required imaging, and ensuring patients are properly entered into the system.
• Prepare for surgical appointments by verifying treatment plans, referrals, consents, financial arrangements, and other required documentation.
• Distribute radiology and pathology reports appropriately.
• Schedule follow-up appointments when needed.
• Review the following day's schedule to identify missing information or potential issues before patient arrival.
• Help ensure all required documentation and financial arrangements are completed prior to scheduled procedures.

Referral Relations

• Develop and maintain positive relationships with referring dental offices.
• Communicate regularly with referral offices and assist with coordinating patient appointments and necessary information.
• Maintain accurate referral information within the practice management system.
• Manage referral forms and supporting documentation.
• Follow up on unscheduled referrals according to established office protocols.
• Prepare referral thank-you correspondence and assist with cancellation and no-show follow-up.
• Assist with marketing and referral-relations initiatives.
• Help coordinate referral events, continuing education programs, referral lunches, and other practice events as needed.
• Monitor patient feedback and assist with obtaining online reviews through platforms such as Google and Facebook.
• Assist with website and social media content as assigned.

Insurance, Billing & Financial Responsibilities

• Verify patient insurance information and benefits as required.
• Review claims prior to submission to confirm procedures and applicable codes are accurate.
• Communicate with clinical staff and providers when additional information is needed for claim submission.
• Submit insurance claims electronically within established timeframes.
• Process Explanation of Benefits (EOBs) and accurately post insurance payments to patient accounts.
• Assist with researching and resubmitting denied claims when additional information is required.
• Review accounts receivable and assist with patient statements, refund requests, and collection calls as assigned.
• Collect patient payments and accurately apply payments to the appropriate accounts.
• Complete post-surgical deposit checks to verify payment accuracy.
• Assist with daily daysheet audits and treatment-planning effectiveness reports.
• Maintain accurate documentation of insurance and financial activity.
• Complete applicable end-of-day deposit, daysheet, and batch-out procedures.

Treatment Plan & Surgical Coordination

• Coordinate consultation, treatment, and surgical appointments between patients, referring offices, and the practice.
• Review treatment plans with patients and clinical staff to help ensure patients understand the recommended treatment.
• Provide patients with complete treatment plan information prior to leaving the office.
• Explain available payment options and help patients understand applicable insurance benefits and financial responsibilities.
• Discuss payment arrangements with patients and families.
• Process payments through applicable methods, including credit card, CareCredit, insurance, and cash.
• Schedule surgical procedures and provide patients with appointment reminders and instructions.
• Collect consultation fees and other applicable payments.
• Follow up on open treatment plans and outstanding patient opportunities.

Qualifications

• High school diploma or equivalent required.
• Previous experience in a dental or medical office preferred but not required.
• Experience with dental or medical scheduling, patient registration, insurance verification, treatment coordination, billing, or healthcare administration is highly desirable.
• Experience with electronic medical records and practice management software preferred.
• Experience working in a fast-paced healthcare or professional office environment is a plus.
• Additional education or training in dental, medical, healthcare administration, or business administration is preferred.
• Strong computer skills and ability to learn new software and systems quickly.
• Excellent customer service and communication skills.
• Strong organizational and time-management abilities.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple responsibilities and deadlines simultaneously.
• Strong problem-solving skills and sound judgment.
• Ability to maintain confidentiality when handling sensitive patient and financial information.
• Ability to work independently while contributing effectively as part of a team.

What We're Looking For
We're looking for someone who is dependable, proactive, organized, and willing to take ownership of their responsibilities.

The right candidate won't need to be told what to do every step of the way. As they learn the practice, they'll recognize what needs attention, take appropriate action, and become increasingly independent.

Because this position touches many areas of the practice, we're looking for someone who can balance excellent patient service with accuracy and attention to detail. Whether scheduling a surgery, speaking with a referral office, reviewing an insurance claim, collecting a payment, or helping a patient understand their treatment plan, professionalism and follow-through are essential.

We're also looking for someone interested in learning, growing, and building a long-term career. Opportunities for increased responsibility, advancement, and compensation may be available as the employee demonstrates proficiency, reliability, initiative, and the ability to successfully take on additional responsibilities.
Professional Expectations

• Maintain dependable and punctual attendance.
• Demonstrate a strong work ethic, reliability, maturity, and accountability.
• Take initiative and contribute to daily office operations without requiring constant direction.
• Remain flexible and willing to assist across different areas of the practice as needed.
• Be receptive to constructive feedback and willing to learn from mistakes.
• Learn new processes quickly and retain information as responsibilities increase.
• Maintain a positive and professional attitude when working under pressure.
• Remain accurate and organized while working in a fast-paced environment.
• Demonstrate a genuine interest in professional development and continued growth within the practice.

Schedule & Work Environment

• Full-time position
• 100% onsite in Kerrville, TX
• Oral and maxillofacial surgery practice environment
• Fast-paced front office with frequent interaction with patients, providers, referring offices, insurance companies, and clinical staff
• Regular use of computers, phones, electronic medical records, and practice management systems