What are the responsibilities and job description for the Dental Office Manager position at Madison Dental Health Partners?
Dental Office Manager job
Job Title: Dental Office Manager
Reports To: Dentist/Owner
Job Type: Full-Time
Location: Madison, IN
Position Overview:
We are seeking an experienced, detail-oriented, and highly motivated Dental Office Manager to lead our dental practice's day-to-day administrative operations. The Dental Office Manager plays a critical role in ensuring the smooth and efficient running of the practice by overseeing front office operations, managing the dental team, coordinating patient flow, and contributing to a positive patient experience.
This role requires exceptional leadership skills, excellent communication, strong organizational abilities, and a deep understanding of dental office systems and insurance processes.
Key Responsibilities:
Leadership & Team Management
- Supervise, train, and support front desk staff, dental assistants, and hygienists as needed.
- Foster a collaborative, positive, and professional team environment.
- Conduct regular team meetings, performance reviews, and provide ongoing feedback.
- Support onboarding and training of new hires.
- Manage staff schedules, time-off requests, and ensure adequate coverage at all times.
Patient Relations & Experience
- Ensure exceptional patient care from check-in to check-out.
- Handle patient concerns and complaints with professionalism and resolution-focused communication.
- Maintain a warm, friendly, and welcoming environment for patients.
- Monitor and enhance the overall patient experience and satisfaction.
Financial Management & Reporting
- Oversee accounts receivable and payable processes, daily collections, and bank deposits.
- Ensure proper billing and coding of procedures.
- Monitor and improve financial performance metrics including case acceptance, production, and collections.
- Run and analyze regular reports (e.g., daily, weekly, monthly) for the owner/dentist.
- Manage office budgets and control overhead costs.
Scheduling & Productivity
- Optimize the provider and hygiene schedules for efficiency and profitability.
- Implement systems to reduce cancellations and no-shows.
- Coordinate follow-up for unscheduled treatment and reactivation of past-due patients.
Insurance & Billing
- Oversee insurance verification, pre-authorizations, and claim submissions.
- Follow up on outstanding claims and denials.
- Ensure accurate posting of insurance and patient payments.
- Maintain up-to-date knowledge of dental insurance plans, coverage, and coding.
Compliance & Office Systems
- Ensure compliance with OSHA, HIPAA, and infection control policies.
- Maintain accurate patient records and documentation in dental software (e.g., Dentrix, Eaglesoft, Open Dental, Dental Intel, Weave, Podium).
- Manage inventory and supply ordering to maintain optimal stock levels without over-purchasing.
- Oversee maintenance of office equipment and technology systems.
Qualifications:
- Minimum 3–5 years of experience in a dental office setting, with at least 2 years in a leadership or management role.
- Strong working knowledge of dental software (e.g., Dentrix, Open Dental, Eaglesoft).
- In-depth understanding of dental insurance, coding, billing, and collections.
- Excellent communication, interpersonal, and leadership skills.
- Highly organized with attention to detail and the ability to multitask in a fast-paced environment.
- Problem-solving mindset with a proactive, solution-oriented approach.
- High level of professionalism, discretion, and integrity.
Preferred Qualifications:
- Experience with treatment plan presentation and case acceptance.
- Knowledge of dental marketing, patient acquisition, or recall systems.
Compensation & Benefits:
- Competitive salary (commensurate with experience)
- Paid time off and holidays
- Dental benefits
- Retirement plan options
- Continuing education and training opportunities
- Bonus potential based on performance
Join our team and make a difference in the lives of our patients while leading a supportive and successful dental practice.
Pay: $23.76 - $28.62 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Continuing education credits
- Paid time off
Work Location: In person
Salary : $24 - $29