What are the responsibilities and job description for the Assistant Office Manager position at Bright Smile Design Dental?
The Three Non-Negotiable Core Values
The organization's "North Star" consists of three pillars that every employee is expected to embody daily:
* Unimpeachable Character: Being the type of person others are always proud to associate with, both personally and professionally. This centers on integrity and doing the right thing even when no one is watching.
* Competitive Greatness: Being at your best when your best is needed. It’s an enjoyment of hard challenges and a drive to outwork the competition (and one’s former self).
* Sincere Candor: The belief that nothing great can be built without feedback. This involves giving and receiving direct, honest assessments without ego or politics.
Position Summary
We are seeking an experienced Assistant Dental Office Manager to oversee the daily operations and revenue cycle management of a dental practice. This role is responsible for ensuring smooth clinical flow, strong financial performance, excellent patient experience, and team accountability across both locations.
This is a leadership position for someone who understands how dentistry makes money — from scheduling and case acceptance through billing, collections, and insurance reimbursement.
Key Responsibilities
Revenue Cycle Management (RCM)
Oversee the full revenue cycle, including:
Scheduling
Case acceptance
Insurance verification
Estimates and copays
Check-out
Billing
Insurance follow-up
Patient collections
Review daily production and collections
Audit previous day’s check-outs and claims
Identify missing charges, underpayments, and billing errors
Monitor aging, outstanding claims, and patient balances
Ensure insurance estimates and copays are accurate before treatment
Ensure large cases (implants, crowns, surgeries) are financially cleared up before appointments
Scheduling & Production Control
Review tomorrow’s schedule for gaps, low production, and cancellations
Ensure high-value procedures are properly scheduled
Confirm consultations and treatment plans are booked correctly
Oversee unscheduled treatment plan follow-up
Balance provider schedules for maximum efficiency and revenue
Patient Experience & Issue Resolution
Handle upset or dissatisfied patients immediately
Resolve clinical, scheduling, and billing issues same-day
Monitor wait times, flow, and patient feedback
Ensure post-op calls and follow-ups are completed
Team Leadership & Training
Train front desk and administrative teams
Oversee onboarding and performance standards
Ensure compliance with financial, scheduling, and customer service protocols
Hold staff accountable for accuracy, speed, and professionalism
Administrative & Office Management
Oversee supplies, equipment, vendors, and facilities
Coordinate with IT and support vendors
Manage office expenses and general & administrative budgets
Maintain organized systems, procedures, and documentation
Liaise with HR for staffing and employee support
Qualifications
Minimum 2 years’ experience in Dental Office, Front Office, or Revenue Cycle operations
Strong knowledge of:
Dental insurance
Scheduling and production
Billing and collections
PPO and out-of-network workflows
Proficiency in Microsoft Excel and Outlook
Experience with email scheduling and office systems
Strong organizational, analytical, and problem-solving skills
Excellent communication and leadership ability
What Success Looks Like
Schedules are full and optimized
Patients understand and accept treatment and financials
Insurance claims are paid quickly and correctly
AR is low and controlled
Doctors focus on clinical care, not money problems
The practice grows profitably and smoothly
Pay: $25.00 - $30.00 per hour
Work Location: In person
Salary : $25 - $30