Dental Practice Manager

Job Overview
We are seeking a dedicated and experienced Practice Manager to oversee the daily operations of our dental practice . We are a small private practice little over an year old, collecting 950k in our first year. There is enormous growth potential and we need a practice manager to help us unlock that potential.

The ideal candidate will possess strong leadership skills and a comprehensive understanding of office management within a dental office setting. This role is crucial in ensuring that our practice runs efficiently, providing high-quality patient care while maintaining compliance with industry standards.

• Experience working with Open Dental and Dental Intel will be considered an asset.
• Experience working with Heartland or private practices with Scheduling Institute, ACT, MGE, Spear, or other consulting training will be considered an asset.

Dental Office Manager – Core Requirements & Expectations

1. Experience & Competency Requirements (Non-Negotiable)

• Minimum 5–7 years of dental office management experience in a multi-provider or high-production general dental practice
• Proven track record of:
• Improving collections to ≥95–98%
• Actively managing Accounts Receivable (insurance patient AR)
• Maintaining financial controls and overhead discipline
• Strong understanding of:
• PPO insurance workflows
• Dental billing, claims, ERAs/EOBs, denials, and appeals
• Dental treatment coordination and case acceptance
• Comfortable working in a performance-driven, accountability-based environment

2. Financial & AR Management Responsibilities

• Own and manage Accounts Receivable end-to-end
• Daily, weekly, and monthly AR workflows
• Insurance follow-ups, denials, appeals, and aging cleanup
• Patient balance follow-ups and collections
• Maintain:
• Collections target: ≥98%
• AR over 90 days: minimal and actively shrinking
• Monitor and report key KPIs weekly:
• AR aging
• Collections vs production
• Insurance turnaround times
• Write-offs and adjustments
• Actively work to maintain practice profitability ≥40%
• Monitor payroll efficiency
• Identify waste, leakage, or inefficiencies
• Escalate concerns to the owner proactively

3. Treatment Coordination & Revenue Growth

• Personally present treatment plans when needed
• Ensure Same-day treatment acceptance is maximized
• Outstanding treatment plans are tracked, followed up, and converted
• Implement and maintain a structured outstanding treatment follow-up system
• Daily and weekly call lists
• Documentation of all patient communications
• Train and oversee the Treatment Coordinator to meet production and acceptance goals

4. Front Office & Patient Flow Ownership

• Oversee and ensure flawless execution of:
• Check-in and check-out processes
• Ensure accurate Insurance verification before every appointment
• Accurate copays, estimates, and collections at time of service
• Ensure:
• Every scheduled patient has insurance verified
• Financial responsibility is clearly communicated
• Alerts, reminders, and confirmations are set for every patient
• Personally step in when systems break or staff is overwhelmed

5. Team Management & Accountability

• Act as the day-to-day operational leader of the office
• Assign, track, and follow up on tasks for: Front desk, Treatment coordinator, Assistants and hygienist

coordination (non-clinical)

• Hold team members accountable to: SOPs, KPIs, Behavioral and cultural expectations
• Create clarity around: Roles, Expectations, Daily priorities
• Address performance issues early and professionally

6. Systems, SOPs & Organization

• Implement and maintain clear systems for:
• AR management
• Scheduling efficiency
• Treatment follow-ups
• Patient communication
• Follow existing SOPs and continuously improve them
• Ensure tasks are assigned, tracked, and completed, not just discussed
• Reduce dependence on the owner for daily operational decisions

7. Patient Experience & Reputation Management

• Own the patient experience from first call to final checkout

Ensure:

• Patients feel welcomed, informed, and cared for
• Financial conversations are confident and transparent
• Actively manage online reputation:
• Encourage and track 5-star Google reviews
• Address patient concerns before they become complaints
• Create a calm, positive, and professional office atmosphere

8. Leadership & Culture

• Build and protect a positive, respectful, high-standards work environment
• Lead by example:
• Professionalism
• Organization
• Emotional intelligence
• Be a problem-solver, not a problem-reporter
• Reduce owner stress by handling issues independently and escalating only when appropriate

9. Reporting & Communication with Owner

• Provide:
• Weekly operational summaries
• Monthly financial and AR reports
• Communicate clearly about:
• Risks
• Bottlenecks
• Opportunities for growth
• Align daily operations with the owner’s long-term vision and profitability goals

10. Success Metrics (How This Role Is Measured)

• Collections consistently at or above 98%
• AR over 90 days actively controlled
• Strong case acceptance and reduced outstanding treatment
• Controlled overhead with clear financial visibility
• Reduced owner involvement in daily operations
• Positive team morale and patient feedback
• Growth in 5-star online reviews

Qualifications

• Proven experience in office management within a medical or dental clinic setting.
• Strong knowledge of dental terminology and familiarity with medical records management.
• Experience in financial management related to dental practices.
• Prior experience in veterinary clinics is a plus but not required.
• Excellent organizational skills with attention to detail.
• Strong leadership abilities and interpersonal skills to effectively manage staff and interact with patients.
• Ability to work in a fast-paced environment while maintaining professionalism.

We invite qualified candidates who are passionate about healthcare management to apply for this exciting opportunity to lead our practice towards excellence.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Employee discount
• Flexible schedule

Work Location: In person

Salary : $50,000 - $65,000