Job Description

Front Office Receptionist - 3D Printing assistant

Sorrento Valley Smiles • Pravina Reddy DMD • San Diego CA • On site

Role purpose

The receptionist is the first point of contact for patients and supports the daily flow of our dental office. The role includes patient service, appointment scheduling, routine administrative and payment support, daily Planned Tracker updates, outbound calls to schedule approved treatment plans, and routine coordination of 3D printer jobs.

Reports to the Office Manager or designated operations supervisor and works closely with Dr. Reddy, hygienists, and dental assistants. Patient service and timely scheduling remain the primary responsibilities; printer tasks are coordinated with front desk coverage

Patient service and scheduling

• Greet patients professionally, manage check in and check out, and help new patients complete onboarding.
• Answer and route incoming calls, manage the office email accounts, and respond to routine patient and partner inquiries.
• Enter and update patient demographics and insurance information; verify eligibility and benefits using office procedures.
• Schedule, confirm, reschedule, and cancel appointments in Open Dental; arrange follow up visits and contact patients after missed or canceled appointments.
• Collect payments, prepare statements, record transactions accurately, and assist with approved payment arrangements. Refer clinical questions and financial exceptions to the appropriate team member.
• Maintain a clean, organized reception area and protect patient information in all communications and records.

Planned Tracker and outbound treatment scheduling

• Review and update the Planned Tracker each workday using the office workflow. Keep patient, planned appointment, scheduling status, and follow up information accurate and current.
• Make outbound calls to patients with unscheduled, clinician approved treatment plans, following the assigned call list and priorities. Offer suitable appointments and help patients complete scheduling.
• Document each call attempt, contact outcome, patient response, and next follow up date in the designated tracker and Open Dental records. Keep statuses synchronized, including booked appointments and items requiring further follow up.
• Flag clinical questions, insurance or payment concerns, and scheduling barriers for the responsible team member. Report progress and unresolved items to the supervisor; do not change treatment recommendations or promise insurance coverage.

Routine 3D printer job management

Training is provided. Perform assigned printer tasks only after training and according to the office procedure and equipment instructions.

• Maintain the print job queue and record each job’s identifier, assigned owner, due date, and current status, such as queued, printing, completed, failed, or handed off.
• Check printer job progress at assigned intervals, identify completed or failed jobs, and promptly report errors or delays to the designated clinical or technical team member.
• Check resin levels before assigned jobs and during routine checks. Report low levels and replenish only when trained and authorized, using the resin specified for the job.
• Unload completed 3D print jobs using the approved procedure and required protective equipment. Identify the job and hand it off to the designated team member for any required washing, curing, finishing, and clinical review; record the handoff.
• Keep the printer work area organized and complete assigned routine cleanup. Report spills, equipment problems, and supply shortages immediately.
• Clinical design, selection or approval of resin for clinical use, print parameter changes, troubleshooting beyond the approved procedure, and final approval for patient use belong to the designated clinical or technical team member. This position does not require independent clinical design or appliance fabrication.

Administrative and operations support

• Assist with claim submission and follow up, outstanding balances, payment reports, and deposit preparation as assigned and supervised.
• Maintain access information for insurance portals using the office’s approved account management process.
• Receive and send deliveries, maintain office printers, and complete assigned opening and closing tasks, including systems, alarms, and verification of scheduled backups.

Qualifications and work expectations

High school diploma or GED and at least six months of customer service experience required. Medical or dental office experience and experience with multiple phone lines are preferred. Candidates must have clear telephone communication, accurate data entry, basic computer skills, attention to detail, and the ability to follow written procedures and manage follow up tasks.

Must be willing to learn Open Dental, the Planned Tracker, and routine 3D printer handling. Maintain professional conduct, reliable attendance, accurate time records, and required meal and rest breaks. The work includes standing, reaching, bending, and occasionally moving supplies up to 25 pounds.

Training and potential career development

Training may support progression into treatment coordination, front office management, or expanded digital dentistry support based on demonstrated skills and office needs. Advanced design, manufacturing, and marketing training are potential development opportunities rather than requirements for this receptionist position.

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