Overview

This position is primarily responsible for coordinating the daily activities of the dental office teams, including both front office and assistant teams.

Responsibilities

Core duties and responsibilities include assuring that the following activities are completed in a timely manner on a daily basis. Other duties may be assigned. 

• Provides personalized touchpoints when patient feedback is received, i.e. addressing patient complaints or grievances in a timely manner
• Assesses current bottlenecks in the patient journey; provides actionable improvement plans and ensures process completion
• Oversee processing of dental claims and manage EFT payments
• Plan, coordinate, and implement dental care for patients based on individual requirements
• Explain treatment plans and payment plans to patients
• Provides availability when the clinic is open and is able to observe all teammates in real-time while being present in all areas of the facility throughout the day
• Improves daily productivity through a reduction in patient intake/scheduling errors while actively monitoring provider schedules to avoid same day canceled appointments, unnecessary gaps
• Lead a team of non-clinical (front desk) and clinical (assistants) employees by hiring, training, mentoring, and providing accountability to any and all performance concerns in a timely manner
• Develop and manage monthly team schedules for front desk and dental assistants. Ensure adequate staffing ratios at all times
• Create and manage administrative reports relating to financial health of facility for review with doctors and the leadership team
• Manage complete operation and performance of the clinic: adhere to a budget, forecast expenses, manage vendor relationships, order supplies, and monitor compliance.
• Assist in business development
• Coordinate facility management as related to repairs, maintenance, vendor relationships. 
• Ensure OSHA compliance of the facility.

Qualifications

QUALIFICATIONS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

EDUCATION:

High school diploma or equivalent

Bachelors degree preferred

EXPERIENCE:

Healthcare Operations experience

Supervisory experience

Knowledge of dental practice and procedures preferred

Knowledge of dental software programs preferred

COMPETENCIES:

To perform the job satisfactorily, an individual should demonstrate the following competencies:

• Technical Skills – Assesses own strength and weaknesses; pursues training development opportunities; strives to continuously build knowledge and skills; shares expertise with others
• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments
• Interpersonal Skills – Maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things
• Oral Communications – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions
• Written Communication – Writes clearly and informatively; able to read and interpret written information
• Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
• Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment
• Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values
• Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; respects diversity
• Planning/Organizing – Prioritizes and plans work activities; uses time efficiently
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments
• Quality – Demonstrates accuracy and thoroughness; monitors own work to ensure quality
• Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly
• Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
• Attendance/Punctuality – Is consistently at work on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time
• Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan