Dental Office Manager

Job Description

The office manager must oversee efficiently the operations of the dental practice. The Office Manager works closely with the Staff and Dentists to provide excellent patient care and customer service to patients. He/She is also responsible for all operational activities within the office.

The manager must coordinate marketing, budget office expenses, staff schedules, conduct staff meetings and handle payroll. They may also support the front office staff with scheduling appointments, generating treatment plans and performing billing tasks.

The Office Manager performs tasks requiring both interpersonal and technical skills.

Duties and Responsibilities

• Strive to create a work environment that is professional, open, trusting, and fun.
• Motivate and coach office staff on a daily basis. Follow-up with performance improvement plan if necessary.
• Perform payroll timely, and maintain employee records in a safe location.
• Review, approve and log staff vacation, sick and unpaid leave time.
• Hire, train, develop, and mentor office staff both dental assistants and dental receptionists.
• Review and follow Employee Handbook to ensure consistent standards.
• Understand and follow state and Federal OSHA laws, infection control, and safety standards in the dental office. Ensure proper reporting and employee records.
• Understand and follow HIPAA regulations and maintain confidentiality. Ensure proper reporting.
• Schedule office staff to provide excellent patient care and customer service. Scheduling levels are based on patient volume and minimum coverage levels.
• Coordinate all aspects of patients’ dental care by monitoring patient flow and overseeing the work of office staff.
• Work closely with the dentists to address patient care.
• Explain financing options and payment plans to patients, when necessary.
• Submit pre-authorization to payers in a timely manner. Follow-up on Approvals and Denials within the dedicated timeframe.
• Understand and explain insurance benefits and financial options in non-clinical terms.
• Maintain a neat and organized dental office including everyone’s workstations and exam rooms.
• Assure all lab cases are organized and patients are scheduled for follow-up visits.
• Follow and enforce adherence to established policies, procedures and regulatory requirements.
• Hear and resolve complaints/concerns from patients and employees.
• Investigate and resolve all Non-Conformance Reports (NCRs).
• Conduct performance reviews for all staff employees and address employee-training needs.
• Conduct daily morning meetings with staff to assure everyone is aware of goals and any changes/additions to policies and procedures.
• Responsible for inventory management of tools, instruments, and supplies. May delegate this responsibility to staff members such as Lead Dental Assistant.
• Meet or exceed monthly operational goals.
• May assist front desk staff with patient check-in and follow-up, and answering phones.
• Address all maintenance and housekeeping issues. Contact specific vendors as needed & fill out the assigned reports.
• Scan EOBs and checks for accounting purposes.
• Perform bank deposits weekly or as agreed.

Skills and Qualifications

Knowledge, Skills, and Abilities

• Excellent customer/patient service and verbal communication skills. Previous dental office or healthcare experience is preferred, but not required.
• Previous management experience supervising 8-15 employees is preferred.
• Ability to read, write, speak and understand information and effectively present information one-on-one with patients.
• Ability to apply common sense understanding to carry out details written or verbally instructed.
• Basic computer knowledge required, and experience with dental management software experience preferred.
• Ability to work in fast paced, patient-focused environment.
• Detail oriented with the ability to multi-task.
• Interpersonal skills. Sometimes patients are in pain and/or mental stress. The Office Manager should be patient and sensitive to patient sentiments.
• Listening skills. The Office Manager must be able to listen to patients and employees and work to resolve questions/concerns.
• Organizational skills. The Office Manager should have excellent organizational skills; insure all record keeping and regulatory requirements are fully and accurately completed. The Office Manager may need to handle multiple, competing priorities.

Qualifications (Experience, Education, Certification)

• Previous dental office experience preferred but not required.
• Bachelor Degree is preferred, but consideration will be given to candidates with comparable work experience.
• Previous supervisory experience is required.
• Requires excellent customer service skills.

Work Conditions and Schedules

• Office Manager works closely with the dentists in their day-to-day activities. The practice environment is fast paced.
• Office Managers work in a well-lit, clean environment.
• Office Managers work full time and are “on-call” when the office is open. Some evening or weekend hours may be required, depending on the practice.

Physical Requirements

• Ability to walk and/or stand for extended periods of time to observe all areas of the office. The Office Manager will regularly walk between the operatories and the front desk area.
• Ability to bend, climb stairs and lift [e.g., packing/unpacking boxes, stocking inventory on shelves].

Benefits

• 5 paid vacation days
• 5 paid sick days
• 6 paid Federal Holidays
• 401k Matching after one year of employment
• Health/Dental/Vision Insurance, Life Insurance and Long-term disability insurance
• Monthly bonuses

Nothing in this job description restricts CaliDental’s right to assign or reassign job duties and responsibilities for this position at any time.