Orofacial Dental Practice is a highly-rated, multi-specialty dental clinic based in Abuja, Nigeria, known for providing comprehensive and premium oral healthcare services. Founded in 2017, the clinic operates across three locations in Abuja and houses specialized consultants covering all fields of dentistry.Job Summary
We are seeking a warm, organized, and detail-oriented Dental Front Desk Coordinator to join our team. As the first point of contact for our patients, you will set the tone for their entire visit.
Your primary goal is to provide exceptional customer service, manage the clinic’s daily schedule efficiently, handle HMO billing seamlessly, and maintain an immaculate front office environment.
Key Responsibilities
Patient Welcome & Inquiry Management:
Greet patients warmly upon arrival, ensuring they feel welcome, comfortable, and valued.
Manage patient check-in and check-out processes smoothly to minimize wait times.
Answer phone calls and emails promptly and professionally, addressing inquiries regarding services, policies, and general dental questions.
Provide accurate information to prospective patients to help convert inquiries into appointments.
Appointment Scheduling & Calendar Optimization:
Schedule, reschedule, and cancel patient appointments efficiently using our dental management software.
Optimize the daily schedule to maximize the dentists’ and hygienists’ productivity while minimizing patient wait times.
Manage the cancellation list and actively reach out to patients to fill last-minute openings.
Send appointment reminders via text, email, or phone.
HMO Management & Claims Processing:
Prepare and send insurance claims to Health Maintenance Organizations (HMOs) accurately and promptly.
Verify patient HMO coverage, benefits, and eligibility prior to appointments.
Obtain necessary pre-authorizations or pre-approvals for complex dental procedures from HMO providers.
Track submitted claims, follow up on unpaid or delayed claims, and handle any denials or appeals.
Patient Billing & Financial Administration:
Present patient bills and treatment estimates clearly and transparently before or after treatment.
Collect and process co-payments, deductibles, and non-covered balances (cash, cards, bank transfers) and issue accurate receipts.
Explain HMO coverages, limits, and out-of-pocket expenses to patients in a clear, easy-to-understand manner.
Assist with daily financial balancing and end-of-day reporting.
Record Keeping & Data Management:
Create and maintain accurate patient records, ensuring all demographic, medical history, and insurance/HMO information is up to date.
Handle sensitive patient information with the utmost confidentiality, strictly adhering to medical privacy laws and data protection regulations.
Scan and upload necessary documents, HMO authorization letters, and clinical notes into the electronic health system.
Waiting Area Maintenance & Compliance:
Keep the waiting area and front desk clean, tidy, and sanitized at all times throughout the day.
Ensure reading materials, refreshments, or information brochures are neatly arranged and restocked.
Monitor front office supply inventory (forms, pens, billing sheets) and request refills as needed.
Requirements & Qualifications
Education: High School Diploma or equivalent (A degree or certification in Healthcare Administration, Human Resources, or a related field is a plus).
Experience: Minimum of 1–2 years of experience in a medical or dental front desk role, with a strong background in HMO billing, claims submission, and pre-authorization processes.
Technical Skills: Proficiency with medical/dental practice management software and standard office technology (computers, scanners, multi-line phones).
Communication: Exceptional verbal and written communication skills with a compassionate, professional, and patient-first attitude.
Multitasking: Proven ability to manage a busy reception area, process billing paperwork, and handle phone calls simultaneously without losing attention to detail.
Key Competencies & Traits:
The Ideal Candidate Is:
Detail-Oriented: You spot billing discrepancies quickly and ensure HMO forms are completed perfectly the first time to avoid delayed payments.
Empathetic & Calming: You can put anxious patients at ease the moment they walk through the door.
Proactive & Organized: You keep both the digital schedules and the physical waiting environment immaculate and running like clockwork.