Administrative Assistant - Dental Correspondence Specialist

Description

About us:

At Orthodontic Experts, we are passionate about delivering exceptional patient care and advancing the standard of orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, Indiana, and Indianapolis, and more on the way, we are a rapidly growing organization committed to transforming smiles and changing lives.

We are seeking dedicated team members who share our commitment to high-quality care and who embody our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you’re looking to grow your career with a purpose-driven, patient-centered organization, please apply with us.

Description:

The Administrative Assistant – Dental Correspondence Specialist is responsible for preparing, documenting, and sending bonding and debond letters to referring dentists regarding patients who have completed orthodontic bonding (start) or debond (treatment completion) procedures. This role helps maintain professional communication and strong relationships between our orthodontic practice and local dental offices while ensuring proper documentation, accuracy, and HIPAA compliance.  

Duties consist of but not limited to:  

Dental Correspondence & Documentation 

• Prepare and send bonding and debond letters to referring or primary dentists in a timely manner following each procedure. 
• Ensure accuracy of patient information, treatment details, dates, and provider credentials within each letter. 
• Track all letters sent (digital and physical) and maintain correspondence records in patient files and CRM/EMR systems. 
• Update dentist contact information and referral data when confirming details for letter delivery. 
• Use approved letter templates and ensure proper branding, formatting, and compliance (HIPAA, NPI/EIN, provider signature). 

Patient Record & CRM Management 

• Verify that all required treatment information is documented in the patient's chart prior to sending correspondence. 
• Log all communication in the patient's record, including date of letter sent and confirming the recipient office. 
• Maintain case completion lists and debond schedules to ensure no patient correspondence is missed. 
• Assist treatment coordinators, PSR’s and dental relations team in updating referring provider lists and referral resources in current PMS. 
• Other tasks as assigned

Requirements

• High school diploma or equivalent (Associate’s degree preferred) 
• 1–3 years of administrative, clerical, dental, or healthcare office experience 
• Strong attention to detail, documentation accuracy, and data entry 
• Proficiency in Microsoft Office/Google Workspace; familiarity with EMR/CRM systems 
• Excellent professional written and verbal communication 
• Organized, punctual, dependable, and process-oriented 

Working Hours/ Location:

• Location: 1700 W Higgins Rd Des Plaines, IL 60018; onsite full time
• Part-Time or Full-Time available
• Hours: 8:30 AM to 5:00 PM

Benefits (for our part-time employees):

• Employee Assistance Program
• Free and discounted Orthodontic Treatment (After 1 year of employment)
• Vacation Rental (After 1 year of employment)
• Paid Time Off
• Two paid Holidays off per year (Thanksgiving & Christmas)

Benefits (for our full-time employees):

• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife MetLaw Legal Insurance
• Transit Reimbursement - Commuter Account
• Free and discounted Orthodontic Treatment (After 1 year of employment)