Dental Office Manager

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Overview:

This position is primarily responsible for coordinating the daily activities of the dental office teams, including both front office and assistant teams.

Responsibilities:

• Provides personalized touchpoints when patient feedback is received, i.e. addressing patient complaints or grievances in a timely manner
• Assesses current bottlenecks in the patient journey; provides actionable improvement plans and ensures process completion
• Oversee processing of dental claims and manage EFT payments
• Plan, coordinate, and implement dental care for patients based on individual requirements
• Explain treatment plans and payment plans to patients
• Provides availability when the clinic is open and is able to observe all teammates in real-time while being present in all areas of the facility throughout the day
• Improves daily productivity through a reduction in patient intake/scheduling errors while actively monitoring provider schedules to avoid same day canceled appointments, unnecessary gaps
• Lead a team of non-clinical (front desk) and clinical (assistants) teammates by hiring, training, mentoring, and providing accountability to any and all performance concerns in a timely manner
• Develop and manage monthly team schedules for front desk and dental assistants. Ensure adequate staffing ratios at all times
• Create and manage administrative reports relating to financial health of facility for review with doctors and the leadership team
• Manage complete operation and performance of the clinic: adhere to a budget, forecast expenses, manage vendor relationships, order supplies, and monitor compliance.
• Assist in business development
• Coordinate facility management as related to repairs, maintenance, vendor relationships.
• Ensure OSHA compliance of the facility.

Qualifications:

QUALIFICATIONS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION:

High school diploma or equivalent

Bachelors degree preferred but not required

EXPERIENCE:

Dental Experience

Supervisory experience

Knowledge of dental practice and procedures preferred

Knowledge of dental software programs preferred

COMPETENCIES:

To perform the job satisfactorily, an individual should demonstrate the following competencies:

• Technical Skills – Assesses own strength and weaknesses; pursues training development opportunities; strives to continuously build knowledge and skills; shares expertise with others
• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments
• Interpersonal Skills – Maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things
• Oral Communications – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions
• Written Communication – Writes clearly and informatively; able to read and interpret written information
• Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
• Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment
• Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values
• Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; respects diversity
• Planning/Organizing – Prioritizes and plans work activities; uses time efficiently
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments
• Quality – Demonstrates accuracy and thoroughness; monitors own work to ensure quality
• Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly
• Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
• Attendance/Punctuality – Is consistently at work on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time
• Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan