What are the responsibilities and job description for the Office/Operations Manager position at HOAGBURG ORTHODONTICS?
About the Organization
Hoagburg Orthodontics is a family-owned healthcare organization with a 35 year legacy built on excellence, integrity, and compassion. We operate two growing locations in Fort Wayne and Auburn and are intentionally investing in leadership, systems, and people to support long-term growth.
We are seeking a high-performing Practice Operations Manager to lead day-to-day operations, manage people and systems, and help build the infrastructure required for scale. This role is designed for someone who wants more than “office management” and has the capacity to grow into a senior operational or executive leadership position.
Position Overview
This is a hands-on leadership role with potential for long term strategic trajectory.
Initially, the Practice Operations Manager will directly manage many of the financial, administrative, and operational responsibilities currently handled by the Financial Coordinator. As systems are refined and support is added, the focus of the role will progressively shift toward management, oversight, delegation, process design, and strategic execution.
This role will report and work side by side with the owner doctors: Dr. Brian Hoagburg and Dr. Rachel Hoagburg
Dental experience is not required. Candidates from healthcare, professional services, finance-adjacent operations, or multi-location organizations are encouraged to apply.
Core Responsibilities
Financial Coordination & Revenue Cycle Management (Initial Responsibility)
The Practice Operations Manager will initially own and oversee the following functions, with the expectation that most will later be delegated or outsourced once systems and accountability structures are in place:
- Managing financial contracts, including inputting contracts and communicating with patients regarding financial decisions in advance
- Setting up and managing Orthobanc payment plans
- Inputting and maintaining patient financial tracking
- Submitting, tracking, verifying, and following up on insurance claims
- Processing insurance payments and posting to patient ledgers
- Running credit reports on all new patients
- Preparing weekly bank deposits and delivering deposits to the bank
- Conducting bi-weekly reviews of delinquent patient and insurance accounts
- Maintaining end-of-month financial spreadsheets and reports
HR management and leadership
- Run and oversee all aspects of payroll and ensure proper time clock entries by employees.
- Responsible for entire HR cycle of hiring, onboarding, evaluations (with doctors), discipline, terminations.
- Enforce attendance, punctuality, dress code and professional standards.
- Serve as point person for employee issues, conflict resolution and morale management.
- Ensure proper communication and flow of information between doctors and staff.
- Delegation of tasks/duties to employees and follow up on timely task completion by employees.
- Serve as the leader of the team and ensure a positive culture that stays in line with the office mission statement.
- Serve as an advocate of the practice and operate with an ownership mindset.
Daily Operations
- Oversee front desk, clinical flow (working with Alyssa), scheduling (with Heather), and staffing coverage.
- Ensure cohesive communication and flow of information between the front and the clinic throughout daily operations.
- Serve as point person for any miscellaneous office problems and attempt resolution without getting doctors involved (simple computer problems, X-ray problems, simple building/maintenance problems).
- Serve as point person for any patient/ parent issues and ensure acceptable resolution.
- Ensure excellent patient experience and flow through the office (from new patient to removal of braces).
- Ensure office systems are consistently followed and executed by all employees, not just a few.
Performance Metrics/strategic growth
- Work with doctors on growth initiative and office efficiency
- Evaluate Key performance metrics such as new exams, starts, conversion rates, patients on recall.
- Develop and execute strategies to improve key performance metrics.
- Identify cost saving opportunities and ensure proper utilization of funds by staff.
- Work with doctors on budgeting and staffing models
Qualifications
- Bachelor’s degree preferred (Business, Finance, Management, Healthcare Administration, HR, or related field)
- 3 years of management or operational leadership experience
- Experience overseeing financial processes, billing, collections, or revenue-cycle-related workflows
- Dental or healthcare experience helpful but not required
- Demonstrated ability to both execute complex tasks and design systems for delegation
- Strong organizational, analytical, and leadership skills
- Comfortable managing detail while thinking strategically
Compensation & Benefits
- Competitive salaried compensation based on experience
- Performance-based bonus tied to financial, operational, and leadership metrics
- Paid time off and paid holidays
- Retirement plan with employer contribution
- Health insurance options
- Orthodontic treatment benefits for immediate family
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- 401(k) matching
- Employee discount
- Paid time off
Work Location: In person
Salary : $60,000 - $80,000