Patient Management

• Establish the working day schedule and a protocol for efficient appointing.
• Arrange for and organize the protocol for emergency, walk-ins, and missed appointments.
• Check on recall system as well as follow up system for new patients on a regular basis.
• Determine the patient days for each month at least six months in advance.
• Develop the working calendar
• Take ultimate responsibility for the accuracy of all statuses.
• Receive emails from patients and respond or redirect.
• Take care of patient complaints and concerns that the doctor or staff can not handle.

Practice Management

• Set, write, and oversee policies and protocols for the office.
• Set goals and, with the help of appropriate advisors, plan courses of action to achieve these goals. Take responsibility for long-range planning.
• Schedule routine meetings with advisors and staff to analyze the progress of the practice; make adjustments to plan as necessary.
• Organize, facilitate when appropriate, and actively participate in staff meetings and management meetings.
• Have complete understanding of all computer reports (e.g. End of Day, End of Month Reports, Accounts Receivable, Adjustments, Deposit Summary Report, Ledger Report, Patient Tracking Reports, Referral Reports)
• Monitor results of Treatment Efficiency Report.
• Evaluate accuracy of treatment plans, suggest changes when necessary, and monitor the fees per visit data.
• Develop and install a new fee schedule semi–annually or annually.
• Provide safe and comfortable working conditions.
• Set financial guidelines for bookkeeper. Observe precautions against embezzlement.
• Maintain adequate liability insurance.
• Take responsibility for move to new facility
• Oversee appropriate investing of pension and/or profit sharing funds.
• Pay attention to cleanliness and general maintenance of the office, updating decor, etc.
• Be involved in decisions about level of inventory, cost containment.
• Annually evaluate the appropriateness of in–house versus an outside lab.
• Maintain/take responsibility for computer system.
• Oversee the creation and maintenance of the website.
• Take responsibility for and/or delegate accounts payable.
• Close out month (month end) in the computer.
• Do or delegate data backup each day and systems backup each month.
• Run end of month report. Compile and send (or delegate) monthly statistics to the doctor / Hummingbird / the accountant / etc.
• Reconcile the bank statement(s).
• Update the doctor daily on matters of importance.
• Liaison with practice guests.

Practice Promotion

• Develop specific approaches to influence the community and to attract a constant influx of new patients and retain patients of record.
• Maintain good relationships with referring and non–referring professionals.
• Oversee communications from the office to referral sources, patients, parents, etc.
• Set up educational programs for referral sources.
• Monitor referrals received.
• Take responsibility for or delegate internal marketing.

Staff Management

• Recruit, interview, select, and terminate staff members with the help of the doctor/manager or staff when appropriate.
• Resolve all personnel issues within the office with the help of the personnel involved. Conflict resolution.
• Implement the personnel policy and update it as necessary.
• Conduct regular performance reviews.
• Determine salaries, incentives, and benefits. Supervise ongoing status or benefit programs (health care and pension plan).
• Define and update job descriptions.
• Participate in (and share with the staff) any discussions with the patients/parents regarding compliments and complaints.
• Monitor attendance and grant or deny requests for time off.
• Supervise the record keeping for vacation time accrued and time off with and without pay for all employees.
• Determine day off coverage schedule.
• Maintain safe working conditions.
• Oversee compliance regarding OSHA and HIPAA.
• Supervise payroll. Compile information as needed.
• Calculate bonus and share information with staff.
• Oversee the selection and maintenance of staff uniforms.
• Create staff bulletin board showing birthdays, days off, etc.
• Coordinate and oversee committees; help them set goals. Attend committee meetings if invited. Review minutes of each committee meeting.
• Employee Records
• Maintain employee attendance records.
• Telephone or fax staff hours to payroll company.
• On a monthly basis, compute collection figures to determine whether or not the incentive is to be paid to staff.

Education and Training of Staff

• Organize training sessions for new staff. Set schedule for cross–training sessions for existing staff.
• Provide educational opportunities through orthodontic literature review, retreats, and seminars to appraise staff of new techniques, appliances, and trends in the profession.
• Structure educational plans for self and staff to maintain the highest level of expertise in clinical and business functions.
• Organize feedback sessions so that information learned at seminars and meetings is shared with the rest of the office team.
• Make travel arrangements for office related trips including visas, flight, travel insurance, hotels, etc.

Professional Relations Management

• Marketing responsibilities for mugs, birthday cakes, Smile Rewards Program, drawing for parents, bulletin boards, office decorations, open house, game boys with tethers on deck.
• Take responsibility for gift distribution.Miscellaneous
• Be an active participant in staff meetings and committee meetings.
• Perform other tasks as assigned by the doctor.
• Work cohesively with fellow team members to provide an atmosphere of trust, mutual respect, and cooperation.

Education/Experience:

• College degree or five years in management, preferably in dentistry.

Skill/Abilities:

• Interpersonal: Good interpersonal skills to maintain effective rapport with patients, parents, doctor, other staff members, and community.
• Technical Skills: Use of computer, calculator, Excel
• Mathematical
• Skills: Ability to add, subtract, multiply and divide without errors.
• Writing Skills: Letter composition skills. Typing speed of 60 wpm. Legible handwriting.
• Verbal Skills: Effective verbal skills. Good telephone techniques.
• Problem Solving: Problem solving approach. Attention to detail and follow through in managing staff, performing administrative assistant duties for doctor, etc.

Additional Compensation:

• Bonuses

Benefits:

• Health insurance
• Retirement plan
• Paid time off

This Company Describes Its Culture as:

• Detail-oriented -- quality and precision-focused
• Outcome-oriented -- results-focused with strong performance culture
• Team-oriented -- cooperative and collaborative

Schedule:

• Monday to Friday
• Weekends as required

Typical end time:

• 6PM

Typical start time:

• 8AM

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Experience:

• Office Management: 2 years (Required)
• quickbooks: 1 year (Preferred)

Work Location: In person