What are the responsibilities and job description for the Dental Office Manager Assistant position at Independence Dental Services?
Reports To: Office Manager or Regional Manager
FLSA Status: Exempt
Job Type: Full Time
The Office Manager Assistant (OMA) supports the Office Manager (Practice Leader) in the day-to-day administrative and operational functions of a single dental practice. This role focuses on execution, coordination, documentation, and frontline support to ensure smooth operations, accurate records, and a positive patient and team experience. The OMA does not hold final decision-making authority and operates under the direction of the Office Manager.
Key Responsibilities
Administrative & Operational Support
- Support daily front-office operations, including scheduling, patient intake, insurance verification, billing coordination, and collections.
- Assist with maintaining accurate patient, insurance, and financial records in practice management systems.
- Support End-of-Day closeout processes, including documentation uploads and verification.
- Assist with supply ordering, tracking deliveries, and escalating issues to the Office Manager.
Team & Office Support
- Serve as a frontline support resource for front-office staff.
- Assist with onboarding tasks for new hires, including system access, training coordination, and documentation.
- Support team scheduling and timekeeping processes as directed by the Office Manager.
- Maintain professionalism, confidentiality, and adherence to practice policies.
Patient Experience
- Support patient communication related to scheduling, treatment coordination, insurance questions, and billing.
- Assist with recalls, reactivation efforts, and patient follow-ups.
- Escalate complex or sensitive patient concerns to the Office Manager.
Compliance & Documentation
- Follow HIPAA, OSHA, and company policies in all administrative activities.
- Assist with maintaining licensure and compliance documentation.
- Support audit preparation and documentation requests as directed.
Financial & RCM Support
- Assist with insurance eligibility verification, claim preparation support, and payment posting coordination.
- Monitor assigned account follow-ups and escalate aged or complex items to leadership.
- Support revenue meetings and reporting preparation as needed.
Qualifications
1–3 years of experience in a dental or medical office environment preferred.
Strong organizational and administrative skills.
Proficiency with dental practice management software and Microsoft Office.
Ability to multitask and work effectively in a fast-paced environment.
Professional communication skills and strong attention to detail.