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Office Manager + Treatment Coordinator

Administration & Clerical

Client-facing Office Manager currently specializing in orthodontic treatment sales with proven ability to increase revenue and exceed company's sales goals YOY by obtaining new clientele.
A task oriented administrator with 15+ years of experience helping dental practices implement worthy operational systems to ensure proper handling of all patient information. Specialties include contract negotiation, product education and maintaining excellent client relations. 
Helping people has served me well - I'm a firm believer that the small touches go a long way. I have a genuine understanding of people and how to go above and beyond to make them feel taken care of by educating patients on treatment and creating a memorable experience.
Being an ambitious and industrious team player with a love of organization and enthusiastic for maintaining a strong, internal company culture is what I pride myself in. I approach each day with a positive mind and a creative eye. 

• Selling orthodontic treatment, negotiating contracts 
• Systematic consultation follow up and documentation
• Educating patients and families on orthodontics and oral health
• Office management and overseeing reception, implementing systems and
protocols
• Answering emails, texts and multi-line phones
• Scheduling appointments for patients and referring dentists
• Creating a memorable experience
• Researching and implementing new operating systems for a better overall
experience 
• Digital marketing
• Marketing at Community events, holiday marketing 
• Visiting potential new referring practices, building relationships to gain referrals 
• Office aesthetics 
• Training and on-boarding of all administrative employees and updates on evolved
systems and protocols
• Daily account management 
• Quarterly audits to reduce accounts receivable for both insurance and patient
ledgers
• Implementing reliable insurance tracking protocols and follow up 
• Attend marketing meetings with product representatives to improve services and
performance
• Annual continuing education courses at the American Association of Orthodontics
and implementation
• Virtual consultations and support for patients

•Create and implement coding system for more accurate and knowledgeable
charting
• Draft and mail dictated treatment letters to referring doctors
• Make additions to improve the presence and comfort of the office
• Enhance systems to strengthen operational infrastructure
• Coordinates operational matters for building maintenance/repair, office equipment
• Assists in preparation and maintenance of contracts and contract proposals
• Maintaining a filing system, store and update contact information, copying, faxing,
etc.
• Schedule initial, routine and emergency appointments for all patients
• Schedule lunch meetings with referring doctors & new potential doctors
• Answering emails and multi-line phones

Front Office Coordinator

• Possess an in-depth knowledge and understanding of insurance, in order to relay it
accurately in treatment plan form to the patient, while educating them of their
benefits
• Verify insurance benefits
• Answering emails and multi-line phones
• Treatment planning and presentation
• Scheduling recalls and advanced treatment plans
• Balanced Accounts Receivables and daily bank deposits via electronic check
capture
• Supports managers with daily administrative duties, including scheduling and
routine correspondence
• Provided training for new employees, training co-workers on current and new
computer systems
• The transferring of information between SoftDent and Open Dental
• Exceeded production goals by creating recall for treatment
• Instrumental team leader to multiple paperless system conversions

Financial/Treatment Coordinator

•Principal liaison between practice, patients, insurance companies and vendors
•Financial and insurance coordination – developed a formula for more accurate insurance estimates
•Implemented inventory supply system, purchased all office supplies, resulted in decreased overhead
•Online referral submission
•Answer multi-line phone system

•Resolved multiple claim issues from file origination through to payment reconciliation
•Self-taught medical claim knowledge and submission while coordinating with dental 
•Treatment planning presentation with signed agreements
•Electronic and manual filing and document management, with demonstrated concern for completeness and accuracy

Aja Cook is an Office Manager + Treatment Coordinator at Playa Vista Orthodontics in Los Angeles, CA.

Aja Cook

Aja Cook

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