Gum Docs | Vancouver, BC
Role Purpose
Gum Docs is a fast-growing specialty periodontal practice seeking a highly organized, proactive, and dependable Lead Administrator to become a key part of our front office leadership team.
This role is designed to support the patient experience, protect front-end performance, and ensure the administrative and financial systems of the practice run smoothly. You will work closely with the Practice Success Director and front office team, helping remove friction from the daily operation so the patient journey remains seamless and the business performs at a high level.
This is not a passive admin role.
We are looking for someone who takes ownership, solves problems, closes loops, and takes pride in running things well.
What Makes This Role Unique
Gum Docs operates both in Vancouver and through a specialty outreach program in Whitehorse, Yukon, where we provide periodontal care to a community with limited local specialty access.
The successful candidate will play an important role in supporting these trips and will travel with the team for approximately 6 outreach trips per year.
Trips are typically 2–3 working days in duration and are an exciting part of the role for someone who enjoys variety, teamwork, and being part of something meaningful.
All flights, accommodations, and meals are covered, and travel days/outreach trips are compensated accordingly.
This role will focus on the Vancouver front office, financial/admin systems, and onsite support during Whitehorse trips. A separate remote Whitehorse administrator will help manage the day-to-day Whitehorse coordination between trips.
What You’ll Be Responsible For
Patient Financial & Insurance Coordination
- Prepare and explain payment plans.
- Process patient payments accurately.
- Submit insurance claims and pre-authorizations.
- Follow up on outstanding claims.
- Help patients understand estimates and coverage.
- Support collections follow-up professionally and respectfully.
- Complete monthly A/R and financial follow-up.
Administrative Operations
- Complete daily bank deposits and payment reconciliation.
- Ensure patient forms, records, and documentation are complete.
- Support reporting and administrative workflows.
- Maintain organized systems and accurate records.
- Help ensure the administrative and financial systems of the practice run smoothly.
Front Office Support
- Support check-in/check-out flow during busy periods.
- Assist with confirmations and scheduling overflow as needed.
- Help maintain a polished, calm, high-service patient experience.
- Support online reviews and patient follow-up processes.
- Help protect front-end performance and patient flow.
Whitehorse Outreach Support
- Travel with the team for approximately 6 Whitehorse outreach trips annually.
- Support smooth onsite execution during outreach visits.
- Coordinate with the remote Whitehorse administrator before and after trips.
- Ensure charts, forms, estimates, schedules, and admin details are ready for travel.
- Help support patients onsite during Whitehorse clinic days.
- Assist with post-trip follow-up and continuity.
Continuous Improvement
- Identify inefficiencies and bring solutions forward.
- Help improve systems and workflows over time.
- Assist with documenting SOPs and repeatable processes.
- Take ownership of problems and follow through until they are resolved.
Ideal Candidate
You are someone who:
- Loves organization and details.
- Is calm under pressure.
- Communicates clearly and professionally.
- Learns systems quickly.
- Takes initiative without needing constant direction.
- Enjoys helping patients and supporting a team.
- Follows through consistently.
- Takes pride in accuracy and reliability.
- Is excited by occasional travel and variety in work.
Experience Preferred
- Dental administration experience is essential.
- Experience with insurance claims and treatment estimates is preferred.
- Experience with A/R, payment plans, and financial follow-up is preferred.
- Experience in healthcare administration is considered an asset.
- Curve Dental experience is an asset.
What We Offer
- Competitive hourly compensation based on experience.
- Flights, accommodations, and meals covered during Whitehorse trips.
- Opportunity to grow within a rapidly expanding specialty practice.
- Positive, leadership-driven team culture.
- Meaningful role with direct impact on patients and business success.
How to Apply
Please apply with:
- Resume.
- Short note explaining why this role interests you.
- Relevant dental/admin experience.
We look forward to meeting great people.
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
Work Location: In person
Pay: $25.00-$35.00 per hour
Benefits:
- Dental care
- On-site parking
- Paid time off
Application question(s):
- Do you have 2+ years Dental Administration experience
- Are you experienced with dental insurance?
Work Location: In person
