Associate Manager: Front Office Operations

About Little Heroes Pediatric Dentistry

Little Heroes Pediatric Dentistry is a leading pediatric dental practice dedicated to providing exceptional oral healthcare in a fun, caring, and comfortable environment for children. We believe in creating a positive experience for every family that walks through our doors, and our team is the key to making that happen. We are currently seeking a dynamic and experienced Associate Front Office Manager to join our team and help us maintain our high standards of patient care and operational excellence.

Position Summary

The Associate Front Office Manager will work closely with the Practice Manager to oversee the day-to-day administrative and front office operations of the practice. This role is crucial in ensuring a seamless patient experience from the moment they schedule an appointment to the completion of their visit. The ideal candidate will be a highly organized, detail-oriented leader with excellent communication skills and a passion for working with children and their families.

Key Responsibilities

• Surgery Scheduling: Work with the hospitals and surgery centers, patients, clinical team, and primary care physicians to manage a surgery schedule.
• Patient & Family Relations: Serve as a point of contact for patient inquiries, concerns, and feedback. Ensure a warm, welcoming, and professional atmosphere for all patients and their families.
• Scheduling & Coordination: Oversee the patient scheduling system to optimize the doctor and hygienist schedules. Manage and troubleshoot scheduling conflicts, cancellations, and no-shows.
• Billing & Financial Operations: Assist with verifying patient insurance coverage, processing claims, and managing patient accounts. Handle financial arrangements and ensure accurate billing procedures.
• Administrative Duties: Maintain and organize patient records in compliance with HIPAA regulations. Manage office supplies, correspondence, and daily reports.
• Process Improvement: Identify opportunities to improve front office workflows and efficiency. Develop and implement protocols to enhance the patient experience and operational effectiveness.
• Reporting: Generate and analyze reports on key performance indicators, such as patient volume, no-show rates, and billing accuracy.

Qualifications

• Minimum of 3-5 years of experience in a dental or medical office setting.
• Strong knowledge of dental practice management software (e.g., Dentrix, Open Dental, Eaglesoft).
• Familiarity with dental insurance plans, billing codes (CDT), and claims processing.
• Exceptional communication, interpersonal, and problem-solving skills.
• Proven ability to lead and motivate a team.
• High level of proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• A friendly, patient, and professional demeanor, especially when interacting with children and parents.

Education

• Bachelor's degree in Healthcare Administration or related field is a plus; high school or associates degree is a requirement.

To Apply

Please submit your resume and a cover letter detailing your relevant experience to [insert contact email or application portal link]. We look forward to hearing from you and potentially welcoming you to the Little Heroes Pediatric Dentistry family!

Job Type: Full-time

Pay: $18.00 - $25.00 per hour

Benefits:

• Health savings account
• Opportunities for advancement
• Paid time off
• Paid training

Application Question(s):

• It is required that the associate be able to work in our New Castle office upto 2 days per week. Are you able to commute to New Castle 2 days a week?

Ability to Commute:

• Anderson, IN 46012 (Required)

Work Location: In person