What are the responsibilities and job description for the Dental Office Manager position at Petaluma Health Center?
Petaluma Health Center's mission is to provide high quality health care with access for all in Southern Sonoma County & West Marin. We pride ourselves on our Patient-Centered care while maintaining an engaging environment for our staff. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.
FULL TIME EMPLOYEE BENEFITS:
- 21 Days of Paid Time Off
- 10 Observed Holidays
- Medical Insurance (Entire deductible paid by us!)
- 30 Chiropractor and Acupuncture visits per year included with enrollment in our health insurance plans (Kaiser and WHA)
- Dental Insurance
- Vision Insurance
- Gym Membership Discounts at Active Wellness Center and 24-Hour Fitness!
- 401K Matching after 1 year of employment
- Flexible Spending Account, Dependent Care FSA
- Life Insurance (included at no cost to the employee)
- Long Term Disability (included at no cost to the employee)
- Employee Assistance Program (included at no cost to the employee)
Summary: The Dental Office Manager is responsible for managing the day-to-day operations of the practice. The Manager represents the clinic in a professional manner to the public and within the organization, and with individuals at all levels of authority. The Manager also facilitates the collection of revenue for dental services rendered through Petaluma Health Center and acts promptly, identifies problems, solutions and opportunities for improvement and to prevent future issues.
Areas of Responsibility:
Responsible for performing these duties either directly or through direct reports. In either case, the Office Manager needs to be competent in all these functions and should perform them if the direct reports are absent.
General Administrative
- Works with Dental Program Director to develop, implement and update the practice’s policies and procedures
- Maintains up to date the office manuals, binders and other necessary documentation
- Keeps Dental Program Director informed regarding personnel issues, front and/or back office activities/actions, and recommends solutions
- Assigns duties and shifts to employees to ensure appropriate clinic coverage
- Provides on-site guidance and interpretation of established office procedures and protocols
- Organizes and participates in regular meetings and trainings. Keeps minutes.
- Participates in internal and external meetings as delegated by the Dental Program Director; Is responsible for bringing back promptly to the department necessary information, needed actions and follow up. Responsible of implementing these actions
- Runs and interprets regular department reports and audits to evaluate Clinic operations; Tracks data against department goals
- Runs month end and year-end report
- Keeps practice data updated
- Conducts other reports and audits as requested by Dental Program Director
- Maintains the QI and RM dashboards; Participates actively in the QI and RM programs
- Manages the referrals system
- Manages medical- dental- OB – behavioral health integration programs and data collection
- Manages patient referrals and the recall system
- Makes sure that PCCs follow up on tasks in a timely manner
- Delegates duties to PCCs and tracks performance
- Delegates duties to RDA IIs such as supplies ordering, maintenance, trainings, and audits
- Manages the phone system: Collects call flow and system data, provides staff feedback and training, monitors and tests the system regularly
- Conducts daily team huddles and regular meetings
- Creates perfect day scheduling templates to assist PCCs with scheduling
- Creates phone scrips and work flows for staff
- Monitors the schedule continuously for efficiency, accuracy and maintenance of clinic goals
- Role model for greeting patients and driving a positive patient customer service experience
- Addresses patient complaints and files incident reports; Escalates/triages issues through appropriate channels as needed.
- Has extensive knowledge of the electronic dental record; Manages system entry and workflows
- Serves as resource for staff: rolls out new information, answers questions, and handles challenging patients and situations
- Monitors staff to ensure office protocols are followed at each patient encounter as well as pre and post encounter
- Trains PCCs on phone answering etiquette and provides them with scripts and protocols for answering and making calls
- Communicates and trains staff based on extensive knowledge of scheduling protocols, programs/insurance & access/eligibility guidelines & applications (including Medi-Cal, Presumptive Eligibility, and Sliding Scale).
- Makes sure that the no show and confirmation policy are followed by staff
- Runs daily Appointment Book reports and keeps the no show rate within goal
- Manages the practice’s new patient appointment system and the practice’s emergency appointment system
- Responsible of the selection and ordering of office supplies
- Manages dental equipment maintenance and repairs procedures and appointments
- Manages the inventory, selection and ordering of supplies
- Trains and motivates team members to ensure consistent and maximum productivity, safety and quality of care
- Manages lab cases and protocols; Communicates with labs. Approves invoices. Helps with the selection of labs
- Assists with the implementation of other programs as delegated by the Dental Program Director
- Maintains an appropriate office environment
- Ensures all compliance postings are current
- Perform other tasks as assigned by the Dental Program Director
Billing and Finance
- Oversees the financial aspects of the business and keeps operations in line with the budget
- Assist with the budget process
- Keeps operational costs at or below budget
- Works with the PCCs to maintain and balance petty cash supply
- Stays current on Dental Coding, insurance coverage, documentation, and coverage frequency for different insurance plans. Updates and trains staff
- Generates daily reports and checks for accuracy of data entry. Submits reports daily to Dental Program Director for review
Human Resources
- Maintains accurate and complete staff personnel records
- Interviews support staff job applicants and makes recommendations to the Dental Program Director; Schedules and collects supporting information for working interviews as needed
- Approves timecards and time off for direct reports. Familiar with alternative work week schedules and provisions. Uses appropriate forms for accurate record keeping. Runs attendance reports. Makes sure the clinic is appropriately staffed at all times by planning coverage in advance and creating staff work schedules tables
- Conducts quarterly and annual employee reviews based on job functions and established productivity and quality standards
- Resolves any disciplinary issues and conducts terminations if necessary as directed by the Dental Program Director
- Ensures adherence to all laws and regulations regarding employment, affirmative action, and safety
- Designs and performs department audits and performs staff competencies evaluations
- Orients new employees through Dental Clinic Orientation
Licenses and Certifications:
- Current CPR Certification
Language Skills: Ability to read and write English and Spanish effectively preferred.
Salary : $34