Orthodontic Front Desk Representative

REQUIRED:

• Business college, office skills training, university-level education, clerical experience involving contact with the public, or a combination of the above totaling four years.
• Must be able to communicate verbally and in writing; in clear, understandable English.
• Excellent customer service skills, attention to detail, and thrive in a busy environment.

PREFERRED:

• Experience as a receptionist or experience in a customer service position with both over-the-phone and in-person communication with a diverse patient or customer base.
• Experience using Edge to schedule patients electronically.
• Experience with validating insurance information, prior authorizations, and insurance claims is a plus.
• Experience working in a fast-paced orthodontic clinic.
• Bilingual – Spanish

All required qualifications must be documented on the application materials.

The University of Minnesota Orthodontic Clinic is seeking an enthusiastic individual to join its front desk team! This is a full-time position with great benefits! The Front Desk Representative will serve as the first point of contact for patients and their parents/families/representatives coming in for care at the orthodontic clinic at the School of Dentistry. This person will greet, check in, obtain paperwork and payments, and coordinate all other duties associated with receiving patients.

Bargaining unit consideration begins on April 14, 2026 and ends on April 22, 2026.

Work hours are Monday - Friday, 8:00 am - 4:30 pm.

Responsibilities include, but are not limited to:

Customer Service: (30%)

• Put the patient first at every opportunity
• Listen to understand each patient
• Show concern for each patient
• Meet each patient’s needs
• Handle stressful situations with respect, concern, and in the appropriate manner
• Greet patients, students, staff, faculty, and the general public in a pleasant manner
• Determine the nature and purpose of the visit and direct them to the specific destinations

Check-in: (20%)

• Check in patients in an accurate and professional manner
• Review demographic and insurance information, HIPAA compliance, etc.
• Identify and accurately collect co-pays or appropriate fees
• Use computer-based systems to verify patient information and insurance
• Understand and communicate benefit changes to members, or refer to the appropriate resource
• Communicate wait times in a diplomatic manner
• Provide patients with appropriate forms, questionnaires, etc.
• Follow proper cash handling policies and procedures
• Collect fees from patients; calculate and give correct change, process payments received
• Review demographic and insurance information, HIPAA compliance, etc.

Appointment Scheduling: (20%)

• Communicate provider and clinic availability in a professional manner
• Schedule appointments in an accurate and timely fashion using a computer system
• Maintain knowledge of appointment scheduling practices, policies, and procedures

Registration and Verification: (10%)

• Complete the registration process, including review of the registration information for completeness and accuracy. Obtain further information, if necessary
• Verify insurance eligibility, if necessary
• Enter patient data in an accurate, efficient, and timely manner

Communication/Administration: (10%)

• Facilitate the timely and accurate flow of communication between the clinic and scheduling coordinators
• Answer the telephone and respond appropriately to the caller depending on the caller’s needs
• Take and relay messages requiring follow-up to appropriate individuals
• Prepare records and materials for new patient appointments
• Assist with the clerical duties of the clinic, e.g., scanning, making copies, etc.
• Schedule new patients and order interpreters when needed
• Coordinate emergency schedule changes

Patient Coordination: (10%)

• Provide scheduling and administrative support to members of the dental school
• Process appointment requests and provider transfers in a timely manner
• Communicate clinic and scheduling policies in a diplomatic manner

The University of Minnesota School of Dentistry is the state’s only dental school and the only dental school in the northern tier of states between Wisconsin and the Pacific Northwest. The School of Dentistry advances health through scientific discovery, innovative education, and the highest quality care for all communities. Our impact extends beyond dental offices to classrooms and clinics throughout the region. We educate dentists, dental specialists, dental therapists, dental hygienists, dental educators, and research scientists.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).