Office Manager – Dental & Medical Practice

About Virginia Total Sleep

Virginia Total Sleep is a growing, physician-led dental practice in the Richmond area focused on two things: treating sleep apnea without relying on a CPAP machine, and diagnosing and treating orofacial pain. Our doctors are board-certified in their specialties, and we run the practice the way a medical office runs, with a strong emphasis on process, documentation, and patient experience. We have offices in Glen Allen and Midlothian and are expanding.

The Role

We're looking for an experienced Office Manager to lead our front office team across both locations. You'll report directly to the practice owners, supervise a team of 5–8, and make sure the patient experience, daily operations, and business systems run smoothly. This is a hands-on leadership role for someone who likes building structure, coaching people, and seeing measurable results.

What You'll Do

Leadership and Team Management

• Lead, coach, and hold accountable a front office team of 5–8 across two offices
• Plan and run staff and department meetings
• Monitor adherence to office policies and procedures
• Work with the owners to put management programs and practice goals into action
• Set and communicate performance targets with the team and keep them motivated to reach them

Hiring and Development

• Post job ads, interview candidates, and onboard new employees
• Train staff and conduct performance evaluations
• Maintain employee files
• Schedule seminars, continuing education, and staff training

Performance Tracking and Reporting

• Compile daily, weekly, and monthly practice statistics and reports
• Make sure staff track and use their own performance data
• Coach team members on interpreting their numbers and improving results
• Identify and resolve front office issues quickly

Patient Experience and Front Office Operations

• Oversee reception, phones, patient check-in, and intake forms
• Oversee scheduling, appointment confirmations, and missed-appointment follow-up
• Oversee recall and reactivation outreach
• Oversee financial arrangements and point-of-sale collections
• Gather patient feedback through surveys and testimonials

Compliance

• Ensure the office follows OSHA and HIPAA requirements

Marketing, Referrals, and Community

• Manage marketing materials, signage, print ads, website, and social media
• Track and grow referral relationships, including thank-yous and referral outreach
• Represent the practice at community events, school functions, and office tours

Administration and Finance

• Process payroll and make remote check deposits
• Order and manage office supplies and educational materials
• Handle incoming and outgoing mail, including bulk mailings

Our revenue cycle manager handles insurance billing, so you'll be able to focus on people and operations.

What We're Looking For

• 3+ years managing a dental or medical office
• Proven experience supervising and developing a team
• Working knowledge of HIPAA and OSHA compliance
• Comfort with practice management or EHR software, and with payroll
• Strong communication, organization, and follow-through
• Basic marketing or social media experience is a plus
• Experience in dental sleep medicine, orofacial pain, or a medical specialty practice is a plus

Benefits

• Health, vision, and dental insurance
• 401(k)
• Paid time off
• Training and professional development allowance

Virginia Total Sleep is an equal opportunity employer.

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Continuing education credits
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Experience:

• dental or medical office management: 3 years (Preferred)

Work Location: In person