Practice Office Assistant

Manassas, Virginia
part-time 32 hour job with holidays and leave package at large Orthodontic office
Jul 17, 2017
Aug 21, 2017
Office Assistant


  • Summer Hours Monday 7:30 am –4:00 pm, Tues 7:30 am –4:00 pm, Wed 8:00-5:00 and Thurs 7:30 am –4:00 pm
  • Other Season Hours Monday 8:00 pm-5:00 pm, Tuesday 8:00-5:00 pm, Wed 8:00-5:00 pm, and Thurs 8:00-5:00 pm With 30-60 min (your choice) lunch break each day/6 holidays/6 days personal leave per year
  • 32 hour work week with every Friday off
  • Location:  Manassas, VA

Join our dynamic Operations Team for 32 hours per week Monday through Thursday.  This is valuable experience for anyone who has a few years of Front Desk experience but wants to graduate to more stimulating work.  In this role you will be responsible for keeping patient accounts receivables updated, following up with patient collections and provide reporting on a weekly and monthly basis to the owners.  We strive for no more than 3% 90 day collections on patient accounts and need a vivacious team member with tenacity to keep that current.  We are looking for innovative ideas and experienced applicants in this field to bring our practice to the next level so we can reward our employees for the hard work they provide.  Experience with Ortho2 or Dolphin Software is highly preferred.  You would need to be a quick learner on our medical practice software, conduct daily deposit operations as needed and take direction from the Practice Manager/Operations Officer. 

Responsibilities-these are the day to day duties

  • Operate all patient accounts via Ortho2 and Dolphin Orthodontics Software-if you can't learn software, this job is not for you
  • Handle new and existing patient inquiries as they relate to collections
  • Meet with patients and develop new contracts and check Explanation of benefits
  • Process credit card payments and weekly follow-up on rejections
  • Produce reports to the Practice Manager as needed
  • Interact with patients by phone or in person in a professional level and have a pleasant demeanor
  • Applying patient payments to patient accounts and follow-up as needed
  • Patient account management and updates daily
  • Calling patients for updated billing/payment and health insurance information
  • Applying insurance payments to accounts and insurance coordination
  • Managing and monitoring insurance payment progress in patient payments
  • Posting daily payments and managing collections on aging accounts and reporting
  • Timely tracking of collections in practice software (Dolphin and Ortho2)
  • Occasionally support events the practice is participating in the community (4x per year)

Mandatory Qualifications

  • 4+ years' experience directly supporting accounts receivable posting payments to accounts, calling patients for follow-up and maintaining collection lists
  • 3 Professional references that attest to your ability to perform in your function with 2 being a former Supervisor or Owner
  • Proficient with Microsoft Word, Excel and Outlook
  • Ability to multi-task and shift projects as needed
  • Pleasant demeanor and welcoming
  • Good communication skills
  • Ability to work in a team environment and take on occasional additional duties as they arise for the betterment of the team

Highly Preferred Qualifications as Discriminators

  • Knowledgeable with Dolphin and/or Ortho2 Orthodontic software is preferable
  • Previous experience working with insurance companies and patients in collections
  • Committed, responsible and dependable

For more information, send your resume to and we will email you an application.  We will require 3 professional reference, personal references are not considered and 2 of which are supervisory/owner to attest to your abilities and ability to grow in this area.  Be sure and put “Practice Office Assistant” in the subject line.  We look forward to hearing from you. 


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