Description

The Office Manager’s (OM) role is integral to practice success and is considered part of the sales team. The OM coordinates the overall business, including interaction of workflow, protocols and procedure enforcement, and staff supervision and direction. The primary goal of the Office Manager should be successfully managing the business of a dental practice. 

Duties and Responsibilities 

• Maintain a high understanding of the practice’s lead-to-sales process. 

• Nurture leads and opportunities as defined by the lead to sales process training as needed and hold sales team accountable for the same.

• Present (or compliment the doctor’s presentation) of comprehensive plan to patients from the consult or initial examination in absence of Treatment Coordinator. 

• Provide financial alternatives and assist with 3rd party financing in the absence of Treatment Coordinator. 

• Coordinate patient’s care, necessary appointments, and team member hand offs. 

• Track and follow up with all patients who have unscheduled treatment. 

• Use practice management and other pertinent software accurately, by entering correct data into systems to ensure patient’s care is precisely documented.

• Maintain individual and practice statistics (KPI-Key Practice Indicators) as assigned. 

• Ensure that daily operations of the practice are running smoothly and to expectations. 

• Maximize the schedule by directing Patient Coordinators to build the schedule and coordinate treatment. 

• Coordination supply companies, computer technicians, CE representatives, maintenance vendors, and other business vendors. 

• Monitoring employee performance of administrative and clinical team members, including offering positive reinforcement, recognition, coaching, or disciplinary action in alignment with HR. 

• Constantly evaluating office systems for efficiency. Make changes and recommendations to improve office systems. 

• Develops and edits guidelines for prioritizing work activities and maximizing downtime. 

• Ensure the proper entry of the money coming into the practice by critically monitoring the day sheets, deposit slip, insurance reports (weekly and monthly) and adjustment reports. 

• Collections and A/R: oversight of collecting appropriate amounts at time of service and ensure others are as well. Work necessary aging reports to expectation. 

• Monitor unpaid insurance report to ensure Patient/Insurance Coordinator is not behind, aid if needed. 

• Generate and review the monthly reports with Revenue Cycle Manager (referral reports, A/R, production, and collection). 

• Meet and collaborate with Executive Leadership to ensure practice goals are being achieved. 

Required Skills and Abilities 

• Excellent verbal and written communication skills 

• Excellent customer service skills 

• Proven career progression with positions of increased responsibility 

• Strong interpersonal and organizational skills 

• Ability to work in a fast-paced environment 

• Ability to manage multiple projects simultaneously with attention to detail. 

• Sound decision-making skills, drive, and desire to succeed 

• Ability to manage and resolve escalated issues in an efficient and pragmatic way with Doctors, employees, and patients, as needed 

• Strong managerial and business acumen in corporate settings 

• Profit and loss responsibility with the ability to interpret and act upon financial statements 

• Proficient in all Microsoft Office applications as well as medical/dental billing software, 

Education and Experience 

• High School Diploma required. Associate or bachelor’s degree in health management or related field preferred 

• 2 years management experience in customer or patient-based industry, dental operations preferred 

• Fluent in English required and Spanish as second language is a plus. 

Physical Requirements 

• Ability to withstand prolonged periods of sitting at a desk, using a phone, and working at a computer. 

• Ability to move within the office as needed for meetings, access office equipment, and escort patients to treatment areas. 

• Ability to lift to 0-15 pounds if necessary. 

Company Benefits 

Comprehensive benefit package including competitive wages, health insurance, 401K, PTO accrual, and paid holidays. 

Qualifications