TO Dental Office Manager - 4042

OPEN TO PUBLIC

POSTING: 9/10/2011-OUF

1ST SHIFT, MONDAY-FRIDAY 8AM-5PM

WAGE: $23.78

The Dental Office Manager plays a critical role within the Dental Program, leading the daily operations of the dental clinic to achieve peak efficiency and productivity. Responsibilities include comprehensive supervision and clinical oversight of dental staff, expert management of patient scheduling, and ensuring appropriate staffing levels while adhering to budgetary guidelines. This position is also responsible for establishing operational goals, optimizing work procedures, and maintaining the highest standards of confidentiality.

Essential Duties and Responsibilities:

Operational Management & Staff Supervision:

• Directly oversee and monitor the daily workflow and schedules of all dental support staff, including Dental Assistants (DAs), Registered Dental Assistants (RDAs), and Dental Hygienists, ensuring efficient patient flow and optimal productivity.
• Supervise assigned staff, including but not limited to: providing training and development, conducting performance evaluations, communicating policies and procedures, fostering teamwork, and resolving informal complaints.
• Coach and develop staff to enhance their skills, support team collaboration, and encourage employee engagement, contributing to a positive and productive work environment.
• Assign and delegate daily office activities to clerical and support staff based on their job descriptions and skill sets, ensuring efficient task completion.
• Plan, organize, and evaluate work assignments within the dental office to optimize efficiency and ensure quality of service.
• Manage weekly timekeeping for all dental staff, ensuring accurate record-keeping for payroll purposes.
• Coordinate the orientation of new dental staff, ensuring a smooth onboarding process and understanding of clinic procedures.

Quality Assurance & Compliance:

• Contribute to the planning and development of dental policies and procedures to ensure the provision of high-quality patient care and adherence to best practices.
• Ensure the entire team understands and aligns with the practice's goals, fostering a cohesive and patient-centered work environment.
• Maintain Continuing Education (CE) credit logs for all dental providers, ensuring compliance with licensing requirements.
• Maintain Safety Data Sheets (SDS) logs, ensuring a safe working environment for all staff.
• Assist in the development and coordination of a Quality Improvement Program to continuously enhance the delivery of dental services.
• Maintain complete confidentiality in all office activities, adhering strictly to the Privacy Act and ensuring total client/patient confidentiality.

Patient Relations & Issue Resolution:

• Handle patient complaints, cause-for-concern reports, and incident reports in a professional and timely manner, ensuring appropriate reporting, investigation, and resolution.
• Present a professional public relations attitude and promote team strategies for effective communication and positive interactions with the public, ensuring services meet the needs of the Tribal Community.
• Act as a liaison between Dentists and office support staff, facilitating clear communication and collaboration.

Administrative & Financial Support:

• Assist Health Administration in the development and maintenance of the dental clinic policies and procedures manual.
• Complete the quarterly composition of reports, providing data and insights on clinic operations.
• Attend meetings as directed, take accurate minutes, and effectively communicate relevant information back to the team.
• Assist with the annual budget process and prepare quarterly budget reports.
• Assist in maintaining the dental budget, monitoring expenditures, and ensuring financial accountability.
• Organize daily office tasks, including managing mail, running necessary errands, making travel arrangements, maintaining organized filing systems, and handling incoming and outgoing correspondence.
• Manage the ordering of office equipment and dental supplies, ensuring adequate inventory for smooth clinic operations.
• Assist in the scheduling of patients in an organized and efficient manner to maximize appointment availability and patient satisfaction.
• Assist in arranging internships for students each summer, supporting educational opportunities within the dental field.
• Learn and utilize the Dentrix system for relevant administrative and patient management tasks.

Problem Solving & Reasoning:

• Demonstrate strong reasoning ability to analyze situations, solve practical problems, and effectively manage a variety of concrete variables with limited standardization.
• Other duties as assigned by the supervisor.
• Provide excellent customer service for all internal and external customers of the operations at all times. Provide solutions for customer concerns and continually focus on customer service as our top priority.
• Must maintain strict confidentiality and present a positive, professional demeanor and image at all times.
• The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.

Contacts/Purpose of Contacts:

Provide the highest level of confidentiality for client/patient relationship whether in clinic or in surrounding environments.

Minimum Qualifications:

• Must be a Registered Dental Assistant, or higher.
• Must be at least 18 years of age with a high school diploma, or equivalent.
• Must have one year experience working in an office management environment.
• Must have knowledge of dental terminology, understand procedures, and diagnosis.
• Must be able to pass background check to meet the employment eligibility requirements as they pertain to the position.

License, Certification, or Special Requirements:

• Ability to obtain HIPAA Certification and BLS Certification within thirty days of hire.
• Native American preference shall apply to all positions.

Knowledge, Skills, and Abilities:

• Knowledge of dental office procedures and terminology.
• Knowledge of dental billing procedures.
• Knowledge of handling telephone triage and scheduling appointments.
• Knowledge of medical/dental insurance forms and terms of coverage.
• Skill in prioritizing workload consistent with patient dental care needs.
• Skill in operating business computers and office machines including in a Windows environment.
• Ability to communicate effectively both verbally and in writing.
• Ability to work through busy and stressful situations.
• Ability to communicate effectively both verbally and in writing.
• Ability to multi-task, meet deadlines, and maintain confidentiality.
• Ability to carry out instructions furnished in verbal or written format.

Physical Demands:

• Frequent use of hands, wrists, fingers associated with computer equipment.
• Required to sit for extended periods of time.
• Occasionally walk and stand and reach with arms and hands.
• Normal visual acuity, ability to talk and hear.
• Occasionally lift and/or move up to 20 pounds.

Work Environment:

• Dental clinic and normal office environment.
• Extended hours and irregular shifts may be required.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.