What are the responsibilities and job description for the Dental Office Manager position at Pleasant Smiles Dental?
Dental Office ManagerPosition Summary
The Dental Office Manager is responsible for the overall leadership, operational performance, and financial success of the dental practice. This individual drives production, collections, patient satisfaction, and team performance while ensuring efficient daily operations and compliance with company policies and regulatory standards.
The Office Manager leads by example, creates a culture of accountability, develops high-performing teams, and partners with providers and leadership to achieve practice goals.
Essential ResponsibilitiesLeadership & Operations
- Oversee all day-to-day operations of the dental office.
- Lead, coach, and develop front office team members to achieve individual and office goals.
- Foster a culture of accountability, professionalism, teamwork, and exceptional patient care.
- Conduct regular team meetings, one-on-one coaching sessions, and performance evaluations.
- Ensure compliance with company policies, OSHA, HIPAA, and all applicable state and federal regulations.
- Recruit, onboard, and train new team members in partnership with leadership.
- Maintain a clean, organized, and welcoming office environment.
Practice Performance
Manage and improve office performance by monitoring and acting on key performance indicators (KPIs), including:
- Daily and monthly production
- Collections (Goal: 98% or higher)
- Case Acceptance (Goal: 70% or higher)
- Treatment Acceptance (Goal: 25% or higher)
- Schedule utilization
- Hygiene reappointment rate
- Accounts receivable
- Patient retention
- New patient conversion
- Same-day treatment
- Missed appointment rate
- Patient satisfaction and online reviews
Responsibilities include:
- Reviewing daily performance metrics.
- Identifying opportunities to improve production and efficiency.
- Maximizing provider schedules and minimizing downtime.
- Managing office financial performance and achieving monthly goals.
- Preparing weekly and monthly reports for leadership.
Financial Management
- Oversee billing, insurance processing, and collections.
- Monitor accounts receivable and aging reports.
- Ensure financial policies are consistently followed.
- Assist patients with payment options and financing.
- Manage office expenses and support budget goals.
Patient Experience
- Deliver an exceptional patient experience from the first interaction through treatment completion.
- Resolve patient concerns promptly and professionally.
- Promote patient retention and referral growth.
- Maintain high patient satisfaction and online reputation.
Team Development
- Provide ongoing coaching, training, and mentorship.
- Cross-train team members to improve operational efficiency.
- Recognize and reward strong performance.
- Address performance concerns promptly through coaching and corrective action when necessary.
- Develop future leaders within the practice.
QualificationsRequired
- Minimum of 4 years of dental office management experience.
- Bilingual (English and Spanish) required.
- Strong knowledge of dental terminology, treatment planning, scheduling, Open Dental or similar and insurance processes.
- Proven leadership experience with the ability to motivate and develop high-performing teams.
- Strong financial and analytical skills.
- Excellent communication, organizational, and problem-solving abilities.
- Proficiency with dental practice management software and Microsoft Office or Google Workspace.
Preferred
- Multi-location dental practice experience.
- Experience managing KPIs and operational scorecards.
- Budgeting and financial management experience.
Core Competencies
- Leadership
- Accountability
- Business Acumen
- Financial Management
- Team Development
- Customer Service Excellence
- Communication
- Problem Solving
- Organization
- Time Management
- Adaptability
- Professionalism
Reporting Structure
Reports To: Director of Operations
Supervises:
- Assistant Office Managers
- Treatment Coordinators
- Patient Care Coordinators
- Scheduling Coordinators
- Receptionists
- Front Office Team
Performance Expectations
Success in this role is measured by:
- Achievement of production and collection goals
- Growth in office profitability
- Improved case acceptance and treatment acceptance
- High patient satisfaction and retention
- Strong team engagement and accountability
- Compliance with company policies and regulatory standards
- Consistent achievement of established KPIs
The Dental Office Manager is expected to lead with integrity, take ownership of office performance, develop team members, and drive continuous improvement while delivering an exceptional experience for every patient.
Job Types: Full-time, Part-time
Pay: $28.00 - $35.00 per hour
Work Location: In person
Salary : $28 - $35