Dental Front Office

We're looking for a confident, upbeat, and reliable Front Office Assistant who knows how to answer multiple calls in an excellent manner before the 2nd ring, offer appointment times following our scheduling system, respond to New Patient inquiries promptly, follow up, and help patients say "yes" to booking an appointment. As a Front Office Assistant, you'll be responsible for building our office schedule and reaching our daily production goals consistently. This role is built for someone who wants meaningful responsibility, personal growth, and work that truly impacts others. You will be the most important point of contact for many of our patients—guiding them from curiosity to commitment by clearly explaining our dental services, appointment times, financial options, and next steps with clarity, empathy, and confidence. Your ability to listen, communicate, and follow through directly shapes how patients feel, how well all the providers' day runs, and how successful the practice becomes. This role is ideal for someone with front office experience who wants meaningful work , stable income, high earning potential, and growth in healthcare. In this role, you'll take charge of your schedule, turning incoming calls and walk-ins into booked appointments. We believe in high standards, hard work, and helping others win. If that resonates, you'll feel at home here. • If you're seeking a predictable routine with minimal responsibility or prefer to stay within a narrow comfort zone, this role may not be the right fit. Meet Circle 32

Dental:

Circle 32 Dental is a fast-growing, patient-centered dental practice located in Austin, Texas. We pride ourselves on clinical excellence, clear communication, and creating a five-star experience for the patient from the first phone call to the final follow-up. At Circle 32 Dental, we hold ourselves to high standards of professionalism and integrity. Our core values - truthfulness, trustworthiness, striving for mastery, accountability, and positive attitude - guide how we interact with our patients, and how we show up at work. As a Clinical Coordinator, you'll model these values by being an effective communicator and building genuine rapport, ensuring every patient feels valued and understood.

Our Vision:

Our VISION is to be a high performance practice that provides top standard dentistry and excellent patient experience in a friendly, relaxed environment. Our GOAL is to build a healthy business that delivers our vision to our patients consistently, and freedom & stability for us, our families, and our team.

Who this is for:

You are extremely hard working You are looking for growth You thrive in a high-standard, fast-paced environment and can stay calm under pressure (can handle busy dental office without drama, complaints, and politics) You have exceptional verbal communication skills (phone & in-person), especially important for interacting with dental patients You seek feedback and can implement it without resistance and ego You are comfortable discussing finances and payment options You are self-motivated, reliable, detail-oriented, and hold yourself accountable to high standards You enjoy being part of a tight-knit, high performance team, not a corporate assembly line You can demonstrate ability to accurately document medical information and preserve patient records Bilingual is a plus What we offer you: Daily Schedule, patient customer service, treatment presentation, billing, and admin Training & 1-1 coaching Cross-training to support the back office as required Professional Skill Development (front office skills, customer service, scheduling, communication/speaking, insurance co-ordination, billing) Performance based career growth (the best get promoted) Performance-based Bonuses Access to our team of A-Players What we expect from you:

Responsibilities:

High work ethic (Saturday-Tuesday) Follow our proven New Patient and Active Patient Management process Train with the Practice Manager daily Answer and make calls 60+ calls a day Fill the doctor and hygiene schedule using our Productive Block Scheduling process Work through the patient lists using our Cancellation-to-Refill Process relentlessly to fill cancellations and no-shows Confirm appointments timely, identify patient concerns and respond to their questions ethically, follow up properly Engage patients using our patient retention process (continuing-care reminders, welcome letters, and referral thank-you letters, etc.) Follow up diligently and consistently with new patients, recall patients and unscheduled treatment over extended periods. Work through ASAP list, hygiene recall, treatment finder and unplanned treatment lists regularly Document all interactions with all potential, New, and Existing patients in the "notes" section of OpenDental. Educate patients on our menu of procedures, fee schedule, and insurance plans from an expert perspective Allow the Practice Manager to shadow calls, patient interactions, and give feedback Use both internal and external resources to maintain up-to-date knowledge of our dental services, products and industry Collaborate with the Practice Manager & Providers to formulate ideas on how to best serve our patients Work closely with the doctor, the clinical team, and the practice manager to manage patient expectations and book follow up appointments Be mindful of any emerging patterns of negative feedback from patients and report to the Practice Manager Create and compute financial plans accurately according to our fee schedule and financial policies Manage the insurance verification and eligibility check, accurate documentation, claims submission, payment tracking & follow up, denials and appeals, and patient statements & collections process Manage recall and inactive patients using our proven recall process (reports, reminders, calls). Be able to multi-task and do admin work Be a great team player Maintain professionalism and HIPAA compliance at all times

Results:

All patients are properly moved in OpenDental and information is documented on patient chart details so back office staff have information they need and proper expectations Doctor and hygiene block scheduling templates & process is followed each day 85% show rate All calls are answered before 2nd ring 90% Hygiene Reappointment Rate Minimum 20 referrals asked per week There is an effective line of communication among the team in which all necessary information is communicated promptly Schedule co-ordinator remains well-versed in the latest dental service and product offerings through continued education/training All New and active patients are consistently followed up with indefinitely Patients feel informed, respected, and confident in their dental care decisions Company S&M scorecard is updated Sa-Tu by 7 pm CST Weekly feedback form filled and submitted to Practice Manager every Tuesday by 7pm CST All internal communication cycles are properly followed

Requirements:

Exceptional phone etiquette and written communication skills for patient education and interaction (this is a requirement) Upbeat and friendly personality for building emotional connection with patients quickly Be a great team player 6mo+ experience in a front desk or customer service role Ideal candidates have front and back office experience in a dental office Strong attention to detail, excellent organisation skills, and ability to accurately document medical information and preserve patient records Ability to multitask Quick response/accurate data entry Self-sufficient and able to properly manage one's own time Open to learning, following, and helping create new processes in scheduling, front office management, patient management & customer service (this is a requirement) Are routine driven but adaptable to new policies and processes Ideal candidates have experience in customer service Quick and clear co-ordination between staff and team in a fast-paced, startup-like environment Strong influencing ability — capable of quickly understanding and overcoming concerns or complaints from patients High emotional intelligence with a willingness to develop deep interpersonal relationships Strong financial acumen with an internal drive to mastering treatment presentations and to teach others Open to growing rapidly

Location:

In person. Austin, TX 78726 Must live (or willing to relocate to) within 20-30 miles of Austin

TX 78726

Compensation:

$18-24 per hour Base Salary (based on years of experience) + Results-Based Bonuses Top performing Front Office Assistant are eligible for promotion. Clear growth path and earning potential At Circle 32 Dental, we offer competitive, hourly-based compensation tailored to the role, with results-driven bonuses based on experience and contribution. We believe in rewarding results and setting clear financial expectations from the start.

Benefits:

We offer a comprehensive, evolving benefits package designed to support your health, family, and wellbeing. For full-time team members, they enjoy access to: Flexible Unpaid Time Off and Company-wide Holidays Comprehensive Dental Care Benefits Full-time employees are eligible after 6 months for up to $2,000 per fiscal year in dental service benefits, with covered services ranging from 100% preventive/basic care to 50% major services ; lab fees are not covered. Eligible immediate family members may receive up to $1,500 per person per fiscal year , whether or not they have dental insurance. Continuing education (CE) courses and on-the-job training Benefits require Practice Manager approval, do not roll over to the next fiscal year, and must be fully reimbursed by the employee if employment ends within 30 days of benefit use.

WHY JOIN CIRCLE 32 DENTAL?

At Circle 32 Dental, you won't just have a job—you'll build a career. You'll work with a team that values excellence, accountability, and patient trust. If you're motivated, people-focused, and ready to grow, we want to meet you. Circle 32

Dental Core Values:

OUR CORE VALUES

Truthfulness Speak truth and nothing but the truth. Receive hard truths with humility. Growth needs feedback to flow freely. Trustworthiness Be honest in your intentions, and actions. Be the kind of person that is trusted with wealth, assets, health, and reputation. Striving for Mastery Show up as your best self when it's needed. Embrace tough challenges to master your craft. Be open to necessary tough conversations with a growth mindset. Accountability Be accountable for the value you bring to the team - by following the process of Circle 32 Dental and taking ownership of your results. Positive Attitude Show up with optimism, energy, and solutions-focused mindset every day. At Circle 32 Dental, we win by embodying Trust, Integrity, Mastery - no politics, shortcuts, or excuses. These are the heart and soul of our company. The right people not only understand them — they live them.

Pay:

$18.00 - $24.00 per hour

Benefits:

Employee discount Employee mentoring program Flexible schedule Free parking On-the-job training Paid training

Work Location:

In person