What are the responsibilities and job description for the Office Manager at Vincent Team Orthodontics position at Specialty Dental Brands?
- Ensure operations of practice and patient flow are reflective of our mission and our practice values. Resolve insurance, financial and scheduling issues daily.
- Facilitate the maximization of resources daily to achieve patient satisfaction, meet practice goals, and effective daily schedule adherence.
- Maintain master calendar for all office locations: review daily and communicate changes to those affected; adjust schedule for patient emergencies; establish monthly schedules for patient care, time off and on-call rotations; and coordinate and communicate changes.
- Monitor staff workload and hold staff accountable for daily performance; maintain “to do” list for staff during down time and communicate needs daily.
- Hold staff accountable for daily work; address policy issues in a timely manner; and adjust as needed; lead and motivate staff to achieve excellent performance standards; and serve as a role model and coach.
- Work with Human Resources to administer progressive discipline policy for all offices.
- Track Practice metrics and prepare daily and weekly reports. Help Doctors monitor, review and analyze practice performance on an on-going basis relative to established goals. Continuously develop recommendations and present to Doctors ways to improve attainment of goals.
- Perform daily quality checks of patient records. Follow up with staff on areas of concern. Responsible for OSHA: maintain logs; facilitate staff training; ensure compliance with mandated documentation and procedures for practice; coordinate OSHA training; and responsible for ensuring OSHA representatives in each office are well trained and understand their roles.
- Liaise to coordinate all staff training: Work collaboratively with Clinical Supervisor to assess performance, coordinate and provide training for clinic staff and Front Office staff, to ensure uniform procedures and knowledge in both offices. Recommend necessary training to Doctors, and coordinate training for practice monthly or as needed.
- Coordinate and prepare content for monthly administrative days in coordination with Clinical Supervisor. Prepare agenda and applicable materials. Own leadership meetings and agenda.
- Manage PTO for staff: review and approve requests for paid time off and add to master calendar.
- Responsible for basic accounting and financial transactions/coordination for practice: analyze basic financial reports; run monthly AP/AR reports; review, prepare and/or make bank deposits; review patient accounts and past due accounts monthly; and prepare report for doctors and follow up with patients.
- Work with Marketing Manager on marketing efforts and patient promotions for practice.
- Maintain professional knowledge by affiliating with professional and technical organizations, and by participating in applicable continuing education programs, conferences, seminars and workshops.
- Ensure the office is compliant in following company protocols and with state regulatory agencies.
- Assist team members through coaching and job shadowing in areas of patient service, treatment plan presentation, insurance benefit explanations, handling complaints and all other training as needed.
- Perform staff evaluations.
- Self-motivated with the willingness to exceed patient and employee expectations.
- Must demonstrate exceptional knowledge of problem solving, interpersonal and management skills.
- Must have business acumen.
- Participates in the medical office emergency routine when required. Summons ambulance or EMS or assists other staff members as needed.
- Navigate software without assistance.
- Must always represent the practice in a professional, pleasant, and cooperative manner.
- Maintain regular attendance and adhere to assigned work schedules and office policies.
- Must be flexible.
- Must excel in forward thinking in order to anticipate the needs of the patient and our dental team.
- Work rotating on-call scheduled holidays, evenings, or weekends.
- Coordinate equipment repairs.
- May be required to travel between office locations. Must be insurable by the company’s insurance.
- Performs other related duties as necessary or assigned by management.
- Knowledge of CDT codes preferred but not required.
- Must be comfortable in a fast paced, quickly changing environment.
- Strong organization, interpersonal and communication skills are essential.
- Comfortable interacting with the general public.
- Strong skills in fostering working relationships
- Excellent customer service and leadership skills.
- As a condition of employment, qualified applicants will be subject to a background check, including criminal history, driving history and character references.
- Associate’s or bachelor’s degree from an accredited college or university preferred.
- CPR Certification
- Minimum three (3) years management experience, preferably in a dental office.
- Ability to sit, stand and walk for extended periods of time.
- Ability to lift up to 25 pounds.
- Excellent speaking and listening skills, requiring the perception of speech.
- Must have high finger dexterity to perform duties involving work on the computer.
- General office equipment (e.g. computer).
Comprehensive Benefits Package
- Medical, Dental, Vision, and 401(k)
- Paid holidays
- Paid time off