Who Are We:
Headquartered in Southwestern Ontario, Huron Dental Group encompasses a number of individually branded dental offices located across Ontario. Our dental offices offer comprehensive dental services to patients of all ages. These services include general dentistry, dental implants, sedation, dentures, orthodontics, pediatrics, and more. Join the team and become part of a supportive organization that values both clinical excellence and a positive workplace culture.
Job Overview
Huron Dental Group is seeking a motivated and organized Dental Administrator to join our exciting team at Brookside Family Dental in Chatham. In this pivotal role, you will ensure the smooth and efficient operations of our practice while serving as the first point of contact for our patients, whether in person, by phone, or digitally. Your responsibilities will include clerical support, appointment coordination, patient communication, insurance processing, and assistance with treatment planning.
This role requires excellent customer service, strong organizational skills, and the ability to manage multiple priorities in a fast-paced clinical environment. Your work will directly contribute to a positive patient experience and the overall efficiency of our dental team.
Key Responsibilities
Patient Experience & Customer Service
- Greet patients warmly and provide a welcoming first impression.
- Coordinate patient flow to ensure timely seating by hygienists and assistants.
- Address patient inquiries, concerns, and appointment needs promptly.
- Update all patient information (email, phone, address, referral source).
- Maintain a clean, organized, and professional reception and waiting area.
Scheduling & Appointment Coordination
- Schedule, confirm, and manage appointments:
- Pre-confirmation: 2 weeks before
- Confirmation: 2 days before
- Conduct care calls for sedation, extractions, RCT, implants, and bone graft patients.
- Contact pending patients (hygiene, restorative, and major treatment).
- Ensure treatment is correctly linked to booked or pending appointments.
- Ensure no patients appear in “Dormant” status (all patients must be booked or pended).
- Print daily schedules as a backup in case of system issues.
Insurance, Billing & Financial Administration
- Process and follow up on all insurance predeterminations:
- Sedation
- Ortho/Invisalign
- Major treatment (crowns, implants, sedation, etc.)
- Hygiene
- Complete insurance breakdowns and attach to patient files.
- Review secondary insurance binder regularly.
- Ensure proper provider assignment for all procedure codes.
- Verify billings daily and ensure accuracy with chair time.
- Process direct deposits daily and post to accounts.
- Complete and balance petty cash/float each day.
- Prepare and balance daily bank deposits; bring deposits to the bank.
- Review and follow up on aged receivables (goal: no 90+ day accounts).
- Send patient statements every 3 weeks; follow up by phone after 3 statements.
- Manage Ortho/Invisalign billing cycles (1st or 20th of each month).
Clinical & Operational Support
- Ensure consent forms (extractions, implants, RCT, etc.) are signed and stored (file + binder).
- Complete hygiene audits and restorative audits.
- Review and scan travel slips into patient files.
- Check all labs and ensure proper tracking.
- Maintain sedation folders and ensure they are stocked.
- Confirm predeterminations are received before beginning major treatments.
- Ensure all providers are on the correct fee guide before treatment is added.
- Monitor and support the clinical team to ensure patients are seated on time.
Administrative Operations & Daily Workflow
- Arrive 15–30 minutes before the first patient and complete opening procedures.
- Check and respond to voicemail and email.
- Manage daily mail pickup and delivery.
- Stock administrative and patient supplies (printer paper, pens, post-its, toilet paper, etc.).
- Keep waiting room tidy (magazine racks, coffee stand, iPads, etc.).
- Complete daily cleaning checklist for reception/admin areas.
- Log out all computers from Tracker at end of day to allow updates.
- Perform day-end procedures and send day-end reports according to guidelines.
- Ensure no missed billings.
- Confirm accurate linking of treatment codes and bookings.
Qualifications
- Proven experience in medical office management or healthcare administration within a dental or medical clinic setting.
- Able to work in a high paced environment.
- Familiarity with dental software (Tracker or similar) an asset.
- Excellent organizational skills with the ability to manage multiple priorities efficiently.
- Strong communication skills and ability to work collaboratively within a healthcare team.
- Understanding of dental terminology, insurance processes, and treatment planning preferred.
- Strong customer service and communication skills.
What We Offer:
- Competitive compensation package
- Extended Health and Insurance benefits
- Opportunities for growth within a rapidly expanding dental organization
- Collaborative and supportive leadership environment
- Exposure to operations across multiple dental practices
- Ongoing professional development and training opportunities
- The opportunity to help shape and standardize best practices across the organization
Work Conditions / Hours of Work
- Full time position
- One Saturday per month
- Open working environment using desk/computer
- Travel may be required between company locations
- Occasional overtime may be required
- You must be fully permitted to live and work in Canada
This role is a current opening within Huron Dental Group, and we’re excited to connect with candidates who are interested in joining our team.
As part of our hiring process, we may use automated or artificial intelligence tools to help review and screen applications.
Huron Dental Group is committed to an inclusive and accessible recruitment experience. Accommodations are available throughout the hiring process, and we encourage candidates to let us know if support is needed at any stage.
We are proud to be an equal opportunity employer and value the diversity of perspectives and experiences that strengthen our workplace. We welcome applications from all qualified individuals.
Thank you to all applicants for your interest; only those selected to move forward in the process will be contacted.
Job Types: Full-time, Permanent
Work Location: In Person
[Please note that candidates are required to complete all screening questions as part of the application process. Incomplete applications may not be considered for the position.]
Job Type: Full-time
Pay: $20.00-$30.00 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Application question(s):
- How many years of experience you have working with Tracker?
- Are you available to work on weekends and/or evenings if required?
Experience:
- working in a dental clinic: 1 year (required)
Work Location: In person
