Position Summary
The Administrative Assistant I executes patient onboarding functions for the practice, including but not limited to those outlined below. This position is full-time with working hours between 7:30a-4:30p Monday through Thursday, and 730a-1:30p Friday. Compensation is hourly, starting at $18.00 to $24.00, with individual compensation offers commensurate with experience and seniority. The position requires full-time, in-office attendance at 801 West Dr. Martin Luther King Jr. Boulevard, Suite 2, Tampa, Florida 33603.
Position Responsibilities
This position will be responsible for the following:
- Utilizes appropriate telephonic etiquette when speaking to patients and referring provider offices
- Utilizes appropriate email etiquette, both internally and externally
- Greets patients in compliance with practice culture and patient experience values, both via phone and in-person
- Schedules appointments abiding by practice scheduling guidelines; appointment requests may be received via patient phone call, referring provider email or fax requesting mutual patient appointment, or patient walk-ins
- Assist in managing inbound call volume to answer questions or otherwise direct phone calls to the appropriate team member
- Enters patient insurance information into the Practice Management System (PMS) and corrects inaccurate information, as needed
- Manage inbound patient referrals and other referring provider office communications, which are centralized to a shared office email inbox and/or through a module in the PMS
- Prepare for patient arrivals by assigning proper paperwork requirements to patients both prior to the appointment and during the check-in process, up to and including data entry associated with practice- and legally-required documentation standards
- Contact referring provider offices to acquire additional information as needed to prepare for a referred patient’s arrival, e.g. digital copy of physical referral slip, digital imaging on file, etc.
- Oversee schedule management and patient flow notations in the PMS to ensure that patient arrivals, appointments, and discharges are completed as scheduled, and in the event patients are not arriving as scheduled, contact the patient to determine an accurate ETA so that the schedule can be adjusted accordingly or the appointment can be rescheduled accordingly
- Collect and post over-the-counter collections to the ledger according to the estimated treatment plan out-of-pocket patient obligations for consultations or surgical appointments at the time of check-in and/or via phone
- Support Administrative Assistant II and/or Office Manager in other administrative responsibilities as required by the schedule and/or team availability
- Execute exceptional patient care in accordance with practice SOPs, state and/or federal regulations, and direction from the surgeon(s)
- Demonstrate competent use of the PMS as required by this position and direction from practice and/or company leadership
- Manage bi-weekly timecard submission via Paylocity
- Uphold HIPAA and OSHA Compliance as directed by the Office Manager and/or Forge Specialty Partners
- Attend all required training sessions, whether in-service, off-site, or virtual
- Attend all practice-wide and parent-company-level meetings as scheduled by Dr. Orta or Forge Specialty Partners team
- Keep current with oral surgery industry best practices and standards, and adapt existing workflows and strategies to stay relevant
- Maintain a clean and organized workspace and assist other Administrative team members in maintaining a clean and welcoming patient environment in shared areas
Qualifications
The practice will expect that an applicant to the Administrative Assistant I position has the following qualifications to ensure success:
- High School diploma or graduation equivalency degree (GED) certificate
- Intermediate proficiency in Microsoft Office Suite
- Excellent oral and written communication
- Self-starter requiring minimal supervision and direct guidance
- Considerable attention to detail, specifically with experience in high-volume data entry
- High-functioning time management and organizational skills, managing inbound calls, emails, faxes, and system inputs simultaneously
- 1+ years of customer service or call center experience, preferred
Hiring Process
The Office Manager will be responsible for reviewing all resumes and communicating with applicants. During interviews, we strongly encourage applicants to evaluate us to ensure that we are a team that you would like to work with. Interviews work both ways! After interviews are completed, the Office Manager will ensure that every interviewed applicant receives feedback, regardless of whether an offer is extended. We believe in transparency in hiring!
Our hiring timeline is as soon as possible. If we are able to fill the position immediately, we will do so. Applications and interviews will be conducted on a rolling basis until the position is filled.
Parent Company Summary – Forge Specialty Partners
Forge Specialty Partners (Forge) is the parent company of Orta Oral Surgery (OOS). Dr. Robert Orta is the owner-clinician of OOS and is responsible for clinical and operational activities of the practice with support from the Forge platform. Dr. Daili Pomar is an associate board-certified oral and maxillofacial surgeon working in the same location.
Forge Specialty Partners
Forge Specialty Partners is a DSO that understands the pressures and responsibilities of running a successful specialty dental practice because it is what we do every day. The platform is designed to execute a flexible, tailored approach to the affiliation process by offering a la carte operational support that respects the owner-clinician desire to maintain a legacy without the continued demands of running a business as a sole proprietor.
Without sacrificing autonomy, the Forge platform capitalizes on economies of scale led and directed by owners who understand the reality of exceptional patient care, delivered daily, at the lowest possible cost to the business. The a la carte support structure allows owner-clinicians to identify areas of opportunity within their own business and markets at a time that is right for them, resulting in improved agility to respond to changes in the patient population, dental industry, and economic or political environment.
Orta Oral Surgery
Orta Oral Surgery was founded by Dr. Antonio Castro in 1965. In 2001, Dr. Castro transferred ownership of the practice to Dr. Orta while continuing his work in the practice until 2009. Under Dr. Orta’s leadership, the practice has expanded to become a premier provider of oral and maxillofacial surgery services in the greater Tampa Bay region. Joining the practice in 2025 is Dr. Daili Pomar, who will bring with her an expanded scope of service to include dental implant procedures, further broadening access to oral and maxillofacial surgery care in the region.
The mission has remained unchanged since 1965: deliver the highest quality of oral and maxillofacial surgery care in a welcoming and compassionate environment. The top priority is patient comfort.
In-practice Network
The Administrative Assistant I will report directly to the Office Manager. HR matters not resolved within the practice management hierarchy should be directed to the Director of Human Resources for Forge Specialty Partners. This position has no direct reports.
Job Type: Full-time
Pay: $18.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Bereavement leave
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Pet insurance
- Uniform allowance
- Vision insurance
Work Location: In person
