Dental Concierge, Dental Front Office Specialist

The Role

• To be considered for this role, please submit your resume and cover letter. Additionally, include a link to your LinkedIn or Instagram profile so we can get to know you better.

At Pinar and Wagner Dental Office, the Dental Concierge is the first point of contact for our patients, ensuring a professional and seamless experience from check-in to check-out. This role combines exceptional customer service, administrative expertise, and clinical dental knowledge to enhance the patient journey.

Our ideal candidate is detail-oriented, a self-starter, and a team player who thrives in a dynamic, patient-centered environment. You will manage a variety of tasks, from scheduling appointments to assisting with dental coding and collections, while maintaining a welcoming and efficient front office.

Key Responsibilities

Office Management

• Oversee daily front office operations, ensuring a smooth and welcoming patient experience from check-in to checkout
• Manage scheduling, appointment confirmations, and cancellation protocols to maximize provider productivity
• Coordinate with clinical staff to maintain efficient patient flow throughout the day
• Handle patient billing, insurance verification, claims submission, and collections with accuracy
• Maintain organized and compliant patient records in accordance with HIPAA regulations
• Monitor and order office supplies, manage vendor relationships, and ensure facility readiness
• Prepare daily, weekly, and monthly reports on key performance metrics (production, collections, new patients)

AI & Technology Integration

• Champion the adoption and ongoing use of AI-powered dental practice management tools (e.g., automated recall, smart scheduling, AI-assisted insurance verification)
• Leverage AI communication platforms for patient reminders, reactivation campaigns, and review management
• Stay current with emerging dental tech trends, including AI diagnostic tools, digital imaging workflows, and predictive analytics
• Train team members on new software and technology tools; serve as the in-office point of contact for tech support escalations
• Collaborate with doctors to evaluate, recommend, and implement new technology solutions that improve efficiency and patient satisfaction
• Utilize data and reporting dashboards to identify trends and proactively address operational gaps

Patient Relations

• Create a warm, professional, and patient-centric front office culture
• Handle patient concerns and complaints with empathy and prompt resolution
• Drive patient retention and new patient growth through exceptional service and follow-through
• Oversee online reputation management, including monitoring and responding to patient reviews

Luxury Boutique Experience & Brand Standards

• Uphold and embody the standards of a luxury boutique environment — from office presentation and team appearance to the language used with patients
• Ensure every patient interaction reflects a concierge-level, white-glove experience from the first phone call through treatment completion
• Confidently discuss and present high-value treatment plans with professionalism, empathy, and discretion
• Cultivate long-term relationships with high-net-worth patients, anticipating their needs and personalizing their experience at every visit
• Maintain a pristine, elegantly organized front office environment consistent with premium brand standards
• Handle sensitive financial conversations and financing options with poise and confidentiality

Marketing Awareness & Support

• Maintain a solid understanding of the practice's marketing strategy, campaigns, and brand positioning
• Coordinate and schedule marketing-related appointments, shoots, vendor meetings, and campaign timelines in collaboration with the dentist and marketing partners
• Serve as the internal point of contact for external marketing vendors, agencies, and photographers — ensuring deadlines are met and assets are delivered on time
• Assist in organizing patient consent, scheduling, and logistics for before-and-after case documentation and testimonials
• Support the rollout of marketing promotions and new service launches by communicating details to the front office team and ensuring patient-facing materials are up to date
• Monitor and respond to online reviews across Google and Yelp in a tone that aligns with our premium brand voice
• Maintain a general awareness of marketing performance and patient acquisition trends to help inform operational decisions

Required Skills/Qualifications

• Experience in a luxury, high-end, or boutique service environment (dental, medical spa, hospitality, or luxury retail) strongly preferred
• Demonstrated ability to present and support high-value treatment plans with professionalism and confidence
• General understanding of marketing principles — including campaigns, branding, and working with external vendors or agencies
• Ability to coordinate and schedule marketing activities, track deadlines, and liaise between the practice and marketing partners
• Proficiency with dental practice management software (Eaglesoft used)
• Demonstrate comfort with technology — you actively seek out new tools and learn them quickly
• Knowledge of dental billing, insurance processing (PPO out of network, fee-for-service), and coding (CDT codes)
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Proven leadership and team-building abilities
• High school diploma or equivalent required; Associate's or Bachelor's degree a plus

Physical Requirements

• Ability to remain on your feet for extended periods.
• Must be able to lift up to 20 pounds.
• Frequent movement, bending, and reaching required to manage front desk tasks and patient needs.

Why Work With Us?

Pinar and Wagner Dental Office offers a supportive and growth-focused work environment. Benefits include:

• Competitive Compensation: Recognizing and rewarding your expertise.
• Benefits Package: Medical and dental coverage for full-time employees.
• Professional Growth: Opportunities for continuing education and career advancement.
• Team Culture: A collaborative, patient-centered team environment.
• Work-Life Balance: Flexible scheduling to suit your lifestyle.

Job Type: Full-time

Pay: $25.00 - $40.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person