Dental Office Assistant – Kokomo, IN (FT)


IHC Kokomo

Position Type:

Full Time

Indiana Health Centers, Inc. does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or in the provision of services.

The position listed below is open and available to all qualified candidates.  Any individuals interested in submitting their application for candidacy should do so in writing.  All submissions should identify the position. Please email all resumes and cover letters to Stephenie Knoll (

The Dental Office Assistant contributes to IHC’s mission and goals of client satisfaction, quality of care, cost competitiveness and productivity by performing a variety of patient services duties necessary to maintain the efficient flow of dental operations at the health center and ensure a positive and consistent customer service experience for IHC patients.  The Dental Office Assistant works closely with front office staff and dental staff to provide customer service to patients over the phone to schedule and reschedule appointments, collect patient information, review coding, and verify benefits.

Essential Functions

Intake duties:

  • Answers health center phone calls and accurately directs calls as necessary.
  • Works with management team to schedule appointments according to Patient Scheduling policy guidelines and health center needs; proactively maintains schedule to increase provider efficiency and productivity.
  • Educates patients regarding documents they will need to provide at the time of service.
  • Accurately enters, maintains and retrieves data on IHC’s Electronic Medical Records (EMR) system.
  • Uses and maintains EMR; collects and enters patient information by recording specific details about their dental history in EMR, accurately assembling income documents, and ensuring client information is up to date and complete.
  • Communicates appropriate diagnostic and clinical information with patients as needed.
  • Contacts patients for reminder calls and follow-up.
  • Assists with pre-chart preparation.

Dental duties:

  • Collects and enters patient information by recording specific details about their dental history in their EMR, including appropriate records/documentation from other provider offices.
  • Prepares dental charts by creating an accurate visual representation of each tooth using X-ray software.
  • Communicates effectively with dental staff.
  • Makes necessary billing claims corrections.
  • Ensures all codes are verified prior to treatment changes; assists with treatment plans.
  • Completes prior authorizations; verifies eligibility and prior dental services.
  • Assists patients, providers, and assistants as requested.
  • Provides help to patients, providers, and assistants as needed; assists other IHC dental practices.
  • Manages short call/waitlists for dental department.
  • Verifies eligibility and communicates with dental staff payable codes to avoid write offs or client billing.


 Intake Functions:

Able to:

  • Learn and follow standard work practices/procedures – every time – without variation or error
  • Follow established routines, requiring occasional modifications in procedure
  • Train others on intake functions and standard work
  • Demonstrate proficiency in patient scheduling, including procedures for walk-ins, overbooking, and rescheduling
  • Demonstrate proficient knowledge about Medicaid and Medicare requirements
  • Counsel clients on the advantages and services provided by Medicaid
  • Recognize, troubleshoot, and/or alert others to potential scheduling conflicts or problems
  • Take initiative; prioritize, organize tasks and time; follow up

Work Product:

Able to:

  • Demonstrate high detail orientation and accuracy
  • Perform responsibilities accurately, efficiently and timely
  • Demonstrate knowledge of standard office practices and procedures.
  • Able to juggle multiple requests and meet multiple deadlines

Process Improvement

Able to:

  • Follow standard work procedures
  • Participate in process improvement projects as required
  • Participate in high performing work teams; maintain a team approach to problem solving

Technology –Demonstrates office equipment and computer skills, including data entry; Able to use Microsoft Word, Excel, and Outlook, eCW, Dialpad, etc.


Graduation from a standard high school or equivalent.  One (1) year of prior experience in a dental office.  Related education can substitute for experience.  Dental Office Assistant is required to complete assigned continuing education (CE) courses within 90 days and annually thereafter.  Spanish skills preferred.