Office Administration Team Member - Pediatric Dental Office

About Us

We are a busy, patient-centered pediatric dental practice dedicated to treating every child and family with love, compassion, kindness, and dignity. Our dental office has been faithfully serving the wonderful Loveland community since 1979.

Our office truly stands out among all the others!

Because we are family-owned and operated, you’re not just filling a position—you’re becoming part of a team that values trust, commitment, compassion, and quality care.

Dr. Katie and Dr. Matt believe a great dental office starts with a happy, supported team. They pride themselves in creating a joyful, positive work environment, and strive to hire people who also desire this.

We're looking for a front office administrative team member with insurance experience.

Our need to hire is related to our recent expansion last year (100% new office renovation with double the space) and an upcoming retirement!

***Please check out our website (tropicalteeth.com) and our social media pages on Facebook and Instagram to learn more about our unique mission and our joyful team culture. We also have a video of our newly renovated space on our Facebook/Instagram!***

Position Overview

This Front Office Position plays a key role in helping maintain smooth front-office operations, accurate insurance processing, and exceptional family experiences. This position combines insurance knowledge and organizational skills, while maintaining high standards of ethics, efficiency, communication, and professionalism.

KEY RESPONSIBILITIES

Front Office

• Help support other front-desk team members
• Help maintain consistency in front-office procedures
• Ensure a smooth patient flow and positive experience from check-in to check-out
• Serve as a point person for front-office insurance questions
• Support office systems related to scheduling, recall follow-up, payments, and communication

Overseeing Insurance Coordination

• Knowledge on how to verify dental insurance benefits and eligibility for pediatric patients
• Knowledge (and the development/maintenance of) processes to submit and track insurance claims accurately and timely
• Follow up on unpaid or denied claims and resolve discrepancies (through email, text, and/or phone calls when needed)
• Communicate clearly with insurance companies and families regarding coverage, estimates, and balances
• Maintain up-to-date knowledge of insurance plans, policies, and coding

Patient & Family Experience

• Greet families warmly and professionally
• Explain treatment plans, insurance benefits, and financial arrangements with clarity and empathy (including larger sedation/general anesthesia plans)
• Uphold a calm, positive, and child-friendly atmosphere
• Scheduling appointments and managing patient records when needed (along with 2-3 other team members)
• Handling phone calls, emails, referrals, and patient inquiries when needed (along with 2-3 other team members)
• Phone in prescriptions at dentist's direction
• Monitor and assist with coordination of pediatric sedations/general anesthesia (as backup for the sedation lead)
• Demonstrate knowledge of Dental Intelligence software, and operate within OSHA and HIPAA standards

* Other tasks as assigned (including filling in for other front team members when they have their PTO to allow for adequate coverage of all administrative tasks).

QUALIFICATIONS

• REQUIRED: Previous dental office experience (pediatric preferred); would consider applicants with a medical and/or insurance background (for the right candidate)
• Strong knowledge of dental insurance verification, claims, and billing
• Excellent communication and customer service skills (verbal and written)
• Organized, detail-oriented, and proactive
• Comfortable in a fast-paced, family-focused environment
• Strong computer skills
• Experience with dental software (e.g.,Eaglesoft and Dental Intelligence) is a plus

WHAT WE'RE LOOKING FOR

• An upbeat, positive attitude and professional demeanor (including someone with high integrity)
• Someone who is dependable, punctual, and committed
• A person who genuinely enjoys working with families
• A team player who fits into a fun and collaborative office culture (and can work closely and lead 2-3 other front administrative team members)
• A personality that does not engage in gossip)

Why Join Our Team?

• Work in a joy-filled, cheerful pediatric environment
• GREAT COWORKERS AND AWESOME PATIENT FAMILIES!
• Supportive, collaborative team culture
• Competitive pay based on experience
• Regular office treats, celebrations, and fun team events!
• Early release Thursdays, and many Fridays off!
• New state-of-the-art dental clinic with staff suite (tropical theme)
• Cute scrubs/attire for staff with a brand new pair of crocs when you start!

BENEFITS

• Competitive pay and a rewarding bonus structure
• Paid vacation and sick-days, select paid federal holidays
• Doctors are committed to a learning environment which includes paid lunch-and-learns and CE opportunities
• 401K includes automatic 3% contribution by employer (whether you contribute or not) and additional matching contributions
• 100% coverage of dental care for biologic/adopted/dependent children in immediate family
• Wellness bonuses

SCHEDULE

Full Time - Hours typically are:

Mon, Tues, and Wed. 7:30am-5pm

Thursdays are 6:30am to 3pm.

Fridays are every third Friday from 8-noon.

Location: One location - Pediatric Dentistry of Loveland in Loveland, Colorado

Additional information:

• One FT position available
• Interviews will be open throughout this next month
• PLEASE NOTE: We are a family-friendly environment. Hair colors must be natural. Visible tattoos must be covered during work hours. Visible piercings are limited to earrings and one small nose stud or ring.

TO APPLY, PLEASE SEND US THE FOLLOWING:

• 1) Your resume (on indeed) and
• 2) A short email (to: katiegalm@gmail.com) telling us why you are interested in this position, your ideal work day (in only a few words), your hobbies, and your favorite childhood movie and why. :) Please also provide two references in this email.

We are VERY excited for our next team member and look forward to meeting you!

Job Type: Full-time

Pay: $18.00 - $25.00 per hour

Benefits:

• 401(k) matching
• On-the-job training
• Paid time off

Experience:

• Insurance (dental or medical) : 1 year (Required)

Work Location: In person