Office Manager

Job Content/Function

The Dental Office Manager is responsible for managing the daily operations of a dental office, ensuring that patients receive high-quality dental care in a welcoming and professional environment. This role involves overseeing administrative staff, maintaining financial records, and resolves patient matters and concerns.

Duties & Responsibilities

• Develops/maintains collaborative and professional relationships with all office team members to encourage a team effort in all clinical activities
• Collaborate with Providers on nonclinical matters such as scheduling templates, office flow, patient experience, etc.
• Trains, supervises, motivates, leads, and works alongside all Front Desk personnel, supporting in Front Desk duties such as monitoring no-shows, scheduling patients, rescheduling patients, answering patient calls, reviewing treatment plans with patients, and collecting payment obligations
• Leads and motivates the office to achieve our overall goal to deliver great patient experiences every day
• Coordinates trainings and professional development activities for the office
• Facilitates office staff meetings to recognize team successes, communicate changes of policies and procedures, have performance discussions, and plan the day’s and week’s events
• Have one-on-one meetings with each team member regularly to set clear expectations on performance
• Works with the Chief Marketing Officer to implement marketing strategies fit for the need of the office and community
• Maintains inventory of dental supplies, equipment, and medications, and orders new supplies as needed with dental assistants. 
• Monitors and ensures all systems used in the Office are operating effectively, and are consistently updated/maintained
• Develop and implement office policies and procedures to ensure compliance with regulatory requirements and ensure efficient and effective operation of the office.
• Ensure that the office is compliant with all federal, state, and local regulations, including HIPAA regulations.
• Handle financial tasks, such as managing accounts receivable and payable, preparing financial reports, and managing the office budget.
• Maintain accurate and up-to-date patient records, including dental history, medical history, and insurance information.
• Takes pride in resolving patient matters and provides feedback to team on any relevant matters
• Maintains continued checks on physical properties, equipment, and security to ensure proper working conditions and maximum security
• Performs other duties as assigned

Job Content

• Financial Perspective: Overall Office efficiency and effectiveness.
• Patient Perspective: Self-directed professional with excellent communication skills to successfully work with patients to meet their needs.
• Internal Perspective: Leads, directs and works with Front Desk and Assistants to ensure a smooth run operation.  Works with Providers to ensure their schedules, notes, and support are first class. Works with all team members to build a supportive and collaborative environment.
• External Perspective: Leads all aspects of UDP’s image in the community pride by offering great dental experiences.
• Risk Perspective: Takes responsibility to monitor and manage risk according to the guidelines set by all applicable federal, state, and local laws and regulations.
• Learning & Growth Perspective: Evaluates subordinate performance on a constant basis, and provides counselling and guidance as needed. Passionate about training team members to offer excellent support to patients. Identifies high performers to Regional Operations Manager as a tie into the promotion process.

Job Competencies & Skills

Behavioral

• Integrity
• Demonstrates passion for patient focus
  • Strong customer service skills
  • Knowledge of treatment services provided
  • Builds collaborative relationships
• Demonstrates collaboration by driving communication
  • Excellent written and verbal communication skills
  • Treatment presentation skills
  • Ability to convey urgency of maintaining and achieving oral health
  • Presentable and sociable through verbal and nonverbal cues
• Exemplifies professionalism by demonstrating responsibility for the office
  • Ability to work well under pressure
  • Professional appearance, dress, and attitude
• Takes pride in leading the office
  • Takes initiative and shows a sense of urgency to drive to the right decision
  • Strong emotional intelligence
  • Results driven to achieve office goals and ensure great patient outcomes
  • Present solutions face to face to patients, providers, and staff
  • Strong conflict resolution and de-escalation skills
• Builds strong teamwork by collaborating with all office staff
  • Constructive and collaborative working relationship
  • Builds team morale
  • Maintains positive work environment
  • Motivates team to achieve goals and provide great dental experiences

Technical

• Strong knowledge of dental practices and operations requirements
• Strong leadership skills
• Customer service and sales skills
• Knowledge of dental terminology, procedures, and billing practices
• Familiarity with dental office software and electronic health records (EHR) systems
• Excellent organizational skills  
• Strong attention to detail and ability to multitask in a fast-paced environment
• Ability to read, analyze, understand, and explain dental benefits, dental treatment plans, and patient account ledgers
• Excellent problem solving skills
• Strong business acumen
• Ability to hold the team accountable
• Excellent computer skills
• Experience in collecting patient co-pays and past due balances
• Proficient in Microsoft Office and other basic computer skills
• Ability to maintain patient confidentiality and HIPAA compliance

Requirements

• 2-8 years of dental office management or equivalent experience
• College preferred
• Bilingual preferred

Working Conditions

The Dental Office Manager typically works in a dental office setting, with a mix of office and clinical work. This role may require working evenings or weekends, depending on the needs of the office. The position may require extended periods of sitting, standing, or walking. The manager may need to lift, move, or carry equipment or supplies weighing up to 50 pounds.