What are the responsibilities and job description for the Office Manager position at Vaco by Highspring?
The Office Manager is responsible for overseeing the daily administrative, financial, and operational functions of the dental practice. This role ensures an exceptional patient experience, efficient office operations, regulatory compliance, and achievement of practice performance goals. The Office Manager serves as a leader for front-office staff and works closely with dentists, hygienists, and clinical team members to support practice growth and patient satisfaction.
Key Responsibilities
Office Operations
- Manage the day-to-day operations of the dental office.
- Ensure smooth patient scheduling, registration, and check-in/check-out processes.
- Develop and implement office policies and procedures.
- Monitor office productivity and workflow efficiency.
- Coordinate facility maintenance, equipment servicing, and vendor relationships.
Patient Experience
- Foster a welcoming, professional, and patient-centered environment.
- Address patient concerns, complaints, and service recovery issues promptly.
- Monitor patient satisfaction and implement improvements as needed.
- Ensure patient confidentiality and compliance with HIPAA regulations.
Team Leadership
- Supervise, train, and support front-office personnel.
- Conduct performance evaluations and provide coaching and feedback.
- Assist with recruiting, onboarding, and staff development.
- Create employee schedules and manage time-off requests.
- Promote teamwork, accountability, and a positive workplace culture.
Financial Management
- Oversee patient billing, collections, and accounts receivable.
- Monitor insurance claims, reimbursements, and outstanding balances.
- Review daily production and collection reports.
- Manage office budgets and expenses.
- Support achievement of revenue, production, and profitability goals.
Insurance & Compliance
- Ensure accurate insurance verification and treatment plan estimates.
- Monitor claim submissions and follow-up on unpaid claims.
- Maintain compliance with HIPAA, OSHA, and company policies.
- Prepare documentation for audits and regulatory reviews.
Reporting & Performance Management
- Track key performance indicators (KPIs) including:
- Production
- Collections
- New patient growth
- Case acceptance rates
- Accounts receivable
- Schedule utilization
- Provide regular reports to leadership and recommend operational improvements
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.