Front Office Assistant

About Allied OMS

Allied OMS is a doctor-owned, doctor-led, and doctor-governed management services organization (MSO) in the oral and maxillofacial surgery space that combines the best of private practice with the best of private equity.

Leveraging decades of experience building platform businesses in the healthcare industry and collectively owned by member surgeons, private equity, and management consulting veterans, Allied OMS offers essential tools for maximizing practice value.

Grounded in clinical excellence, doctors in the Allied OMS network maintain essential roles in management, governance, and clinical practice and participate directly in the platform's growth. Seventy-five percent of the Allied OMS board of directors are doctor members, and Allied OMS doctors lead 100% of the platform's management committees.

Founded in 2020 in partnership with DuneGlass Capital, a healthcare services-focused independent sponsor, the Allied OMS network now includes 83 doctors serving patients from 49 locations in Arizona, California, Colorado, Illinois, Louisiana, Maryland, Michigan, New York, Oregon, Tennessee, Texas, and Virginia.

Position Summary: The Front Office Assistant plays a crucial role in the practice's daily operations by supporting staff coordination and patient interactions to ensure smooth workflow and effective communication. This position involves assisting in staff development, managing patient relations, and contributing to community outreach and marketing efforts. The Front Office Assistant collaborates with the practice's leadership to implement and maintain efficient systems that align with the practice's goals. Additional responsibilities include managing front office tasks, assisting with strategic planning, and fostering a positive patient experience to enhance overall satisfaction and goodwill for the practice.

Responsibilities:

• Front Desk Operations: 
  • Patient Coordination: Greet patients and manage the check-in/check-out process, ensuring a welcoming atmosphere. 
  • Scheduling Appointments: Handle appointment scheduling and follow-ups to optimize the practice’s calendar. 
  • Insurance Verification: Process insurance claims, verify patient coverage, and communicate benefits to patients. 
  • Patient Education: Provide patients with information about services, treatment options, and pre/post-operative instructions. 
  • Quality Assurance: Monitor patient satisfaction and seek feedback to enhance the overall patient experience. 

Management of Practice      

• Operations: Directing the operation of the practice and its efficient functioning.
  • Prepare, monitor, and track operational reports and key vitals of the company to ensure accuracy and efficiency
  • Acquire, distribute, and store supplies or supervise another to do so
  • Monitor the facilities to ensure that it remains safe, secure, and well-maintained
  • Oversees billing and collection processes
  • Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance
  • Supervises patient recordkeeping and HIPAA compliance
  • Oversees systems for patient retention, follow-ups, and new patient acquisition
  • Ensures optimal patient care, monitors patient satisfaction, and resolves complaints
  • Informs owners of current trends, issues, and pertinent issues to facilitate policymaking
• Leadership and Professionalism: 
  • Represent the practice in a professional, pleasant, and cooperative manner 
  • Contribute to the development of the practice’s mission and strategic vision
  • Act as the main point of contact for community outreach efforts
  • Clearly and respectfully communicate with doctor owner(s) to develop, implement and monitor effective programs
  • Maintain regular, consistent, and punctual attendance per assigned schedule and time off policies
  • Must be able to comfortably and efficiently handle multiple deadlines and task assignments for self and subordinates
  • Must be able to work both independently and cooperatively in team settings

Other Essential Qualifications: 

• Time Management – Excels at directing one's own time and the time of others
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Leadership and Guidance – Ability to lead effectively 
• Responds creatively and constructively with solutions to problems
• Maintains the highest level of confidentiality and adherence to HIPAA standards
• Adheres to strict safety guidelines and procedures to OSHA and office standards
• Flexible and willing to perform the duties of others in their absence

Working Conditions/Physical Requirements: 

• Sitting, standing, and walking for extended periods
• Moderate noise levels from dental and other office equipment
• Comfortable medical office/lab setting
• Hand dexterity and typing skills to work with standard software programs provided
• Good mathematical aptitude to prepare and interpret financial and productivity reports
• Excellent interpersonal skills to communicate and lead a team effectively
• Near Vision - Ability to see details at close range (within a few feet) as required for computer software programs and the observation of subordinates’ work quality
• Excellent communication skills - Talking and writing to others to convey information effectively
• Organizational Skills – Ability to create systems and order, break large goals down into achievable tasks
• Stress Management - Ability to maintain productivity and professionalism in a fast-paced environment and stressful situations
• Good reading comprehension - Understanding written sentences and paragraphs in work-related documents

Experience and Education:

• [2]+ years of experience in medical or dental office setting.
• Knowledge of billing codes and understanding of insurance plans a plus.

Benefits: 

• 401 (k)
• Dental Insurance
• Disability Insurance
• Company Paid Life Insurance
• Paid Time Off
• Vision Insurance 

Special Requirements:

• Due to access to the company's financials, a job offer may be contingent upon successful completion of a background check, including a credit check.