Front Office Staff


The Patient Advocate will perform a wide range of administrative and office support activities to facilitate the efficient operation of the organization. This position requires the ability to exercise independent judgment as it pertains to schedule management and patient interaction.


  • Is well-organized and able to prioritize multiple tasks and responsibilities.
  • Presents a professional, friendly, and positive face of the company to patients upon arrival and departure from their reserved appointments.
  • Schedules and confirms patient appointments 1/2/3 days prior to the actual appointment scheduled.
  • Contacts patients with unscheduled treatments to fill in schedule gaps.
  • Collect all monies due for services rendered prior to services being rendered.
  • Ensures patient paperwork is updated by the patients and is scanned into the patients account in a timely manner.
  • Manages and maintains Patient Records and ensure they are up to date and accurate.
  • Prepare routers for appointments scheduled 1 and 2 days prior to the schedule appointment.
  • Verify patient insurance benefits and input the correct information into the patients account 1/2/3 days prior to the actual appointment scheduled.
  • Handles patient reception as needed.
  • Coordinates and collaborates with clinical staff to ensure seamless patient management experience
  • Develops and maintains doctor/hygienist schedule to meet practice goals.
  • Responsible for answering incoming calls to include, new patient calls, emergencies, scheduling patient appointments, requesting records, and follow up.
  • Manage unscheduled list, asap list, treatment pending list, to ensure patient follow through to meet scheduling goals.
  • Greet and check patients in and out for and after treatment
  • Educate and consult patients discussing treatment needs and presenting treatment plans.
  • Increase and stimulate new patient growth by supporting marketing and promotional programs, to include recall cards, continuing care, referral letters and gifts, and working with referrals.
  • Document patient dental treatments and financial transactions, to include signing of financial arrangements, prepayments for large cases, financing, and charges collection.
  • Make pre-treatment financial arrangements with patients.
  • Responsible for creating dental claims the day services are rendered.
  • Balance income and charges daily and prepare deposits.
  • Responsible for Accounts Receivable to include, sending of billing statements, aging reports, and collections.
  • Follows office procedures for patient referrals.
  • Responds to doctor, patient and employee concerns and inquiries and seeks assistance when necessary.
  • Collect all monies due for services rendered prior to services being rendered.
  • Prepare routers for appointments scheduled 1 and 2 days prior to the scheduled appointment
  • General office duties and other duties as required.

Key Performance Indicators include, but are not limited to:

  • New Patient Call Conversion 65%
  • Existing Patient Call Conversion 90%


To successfully perform the job responsibilities for the position of Patient Advocate, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required but are not necessarily all inclusive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential requirements.


Accurately correspond with patients verbally and via email. Has excellent telephone techniques and can communicate clearly with patients in person and on phone conversations.


  • 2 or more years of administrative assistant/front office/patient advocate experience, preferably in a dental or medical setting.
  • Computer proficiency including Microsoft Office Suite and the ability to learn new programs.
  • Ability to demonstrate independent thinking and exercise good/sound judgment.
  • Ability to work as a member of a team to accomplish job responsibilities.
  • Ability to perform frequent repetitive work with attention to detail.
  • Ability to be flexible and accept different work assignments with a positive approach.
  • Ability to follow instructions and takes responsibility for own actions.
  • Ability to exercise confidentiality with Patients and patient care.
  • Ability to listen attentively for clarification to ensure necessary outcomes.
  • Ability to work both independently and in a team environment.
  • Ability to adapt to changing environments and priorities.

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