Concierge Phone Team Member

New Patient Concierge ROOT Periodontal and Implant Center is a growing multi-location specialty group dedicated to clinical excellence and patient-centered care. As we expand our insurance participation and scale our operations, we are looking for a warm, detail-oriented, and proactive New Patient Concierge to join our growing team. As the first point of contact for new patients, referring providers, and vendors, you will play a critical role in ensuring a smooth, efficient, and welcoming onboarding experience. Your ability to multitask, communicate clearly, and maintain data integrity across platforms is essential to the success of our team and patient satisfaction. Responsibilities: Schedule all new patient appointments based on provider availability and location-specific schedules. Understand and maintain knowledge of all 7 practice locations, including the providers who attend each office and their schedules. Promptly respond to and manage incoming phone calls, online inquiries, and text messages from potential patients, existing patients, referring offices, and vendors. Conduct outbound calls to follow up on referrals, online appointment requests, and other leads to convert them into new patients. Gather and accurately document patient demographic information, referring dentist, reason for visit, and insurance details. Provide basic information about our services, office locations, providers, and what patients can expect during their first visit. Data Entry & System Management Enter and maintain all patient information in CareStack and the Referral Lab platform ensuring both systems are always in sync and up to date. Regularly audit new patient schedules to confirm all necessary records, referrals, x-rays, and insurance details have been received and correctly imported. Manage daily follow-up tasks in Referral Lab to ensure timely communication and efficient processing of patient leads. Referral & Office Coordination Build and maintain strong relationships with referring dental offices through professional communication and timely follow-ups. Add new referring offices to the Referral Lab and immediately notify the marketing team via email for relationship-building and follow-up. Assist in monitoring referral trends and help identify opportunities for outreach or improvement. Additional Duties May Include: Participate in team meetings and provide feedback to improve workflows. Support other front office staff during peak times or staff absences. Stay up to date on insurance changes, provider schedules, and procedural offerings to better assist patients. Maintain confidentiality and compliance with HIPAA and company policies. Qualifications: Strong communication skills, both verbal and written. Exceptional phone presence with a professional and friendly demeanor. High attention to detail and organizational skills. Previous experience in dental or medical front office setting preferred. Familiarity with CareStack, Referral Lab, or similar platforms is a plus. Self-motivated and team-oriented with the ability to adapt to a fast-paced environment. Tech-savvy and comfortable navigating multiple platforms and software systems. Strong relationship-building skills. Ability to work independently. Proficiency in Microsoft Office. Professional, approachable, and confident in representing the practice in the community. Why Join ROOT? Competitive compensation (base + performance incentives). Complimentary or discounted services. Opportunities for professional growth in a rapidly expanding industry. A supportive and collaborative team environment. We pride ourselves on delivering exceptional care and patient experiences from the very first call. As a New Patient Concierge, you'll be a key part of a dynamic, supportive team that values collaboration, efficiency, and empathy. Your work helps set the tone for long-lasting patient relationships and contributes directly to the growth and success of our practice.