Orthodontic Office Manager

Position Summary

The Orthodontic Office Manager is the operational leader of our busy orthodontic practice. You will oversee the day-to-day business functions, lead a high-performing team, and ensure an exceptional patient experience from the first phone call through the final retainer check. You are the bridge between clinical excellence and efficient practice management, driving revenue, controlling expenses, and maintaining the highest standards of patient care, compliance, and team morale.

Key Responsibilities

Leadership & Team Management

• Recruit, hire, train, coach, and supervise all non-clinical staff (front desk, treatment coordinators, sterilization techs, and administrative assistants).
• Create and maintain staff schedules, time-off requests, and performance reviews.
• Conduct regular team meetings and one-on-one check-ins to maintain engagement and accountability.
• Foster a positive, collaborative culture that aligns with the practice’s core values.

Patient Experience & Front Office Operations

• Oversee patient scheduling, recall systems, and treatment sequencing to maximize chair time and minimize wait times.
• Ensure treatment coordinators deliver clear, compassionate financial presentations and payment plan options.
• Monitor and improve patient satisfaction scores; handle escalated concerns with professionalism.
• Manage new-patient intake, marketing lead conversion, and referral relationships with general dentists and pediatric dentists.

Financial Management & Revenue Cycle

• Oversee billing, insurance verification, claims submission, and follow-up for orthodontic cases (braces, Aligners, retainers, etc.).
• Monitor accounts receivable, collections, and patient payment plans; maintain A/R below 45 days.
• Prepare monthly production reports, P&L statements, and key performance metrics for the doctor(s).
• Manage practice budget, supply ordering, and vendor relationships to control overhead.

Clinical & Regulatory Compliance

• Maintain strict adherence to HIPAA, OSHA, CDC guidelines, and all state dental board regulations.
• Oversee sterilization, infection control, and equipment maintenance protocols.
• Ensure accurate and timely charting, digital records, and imaging (CBCT, iTero, etc.).
• Coordinate with the clinical team on inventory of brackets, wires, aligners, and lab cases.

Marketing & Practice Growth

• Collaborate with the orthodontist on internal and external marketing campaigns.
• Track ROI on digital ads, social media, school visits, and community events.
• Manage the practice website, Google reviews, and online reputation.

Technology & Systems

• Serve as the primary administrator for practice management software (e.g., OrthoTrac, Dentrix, Dolphin, or similar), including training and troubleshooting.
• Implement and optimize workflows to increase efficiency and reduce no-shows/cancellations.

Required Qualifications

• Minimum 2–5 years of office management experience in a dental or orthodontic specialty practice (required).
• Strong knowledge of orthodontic terminology, treatment sequencing, and insurance processes.
• Proven track record of managing a team of 8 employees.
• Experience with dental/ortho practice management software and Microsoft Office 365.

Key Skills & Attributes

• Exceptional leadership, communication, and conflict-resolution skills.
• Highly organized with strong attention to detail and the ability to multitask in a fast-paced environment.
• Analytical mindset with the ability to interpret financial reports and KPIs.
• Warm, professional demeanor with genuine care for patients and team members.
• Discretion and strict adherence to patient confidentiality.

Physical & Work Environment

• Occasional lifting of supplies up to 25 lbs.
• Standard dental office environment with moderate noise level from conversations and equipment.