Practice Office Manager

PURPOSE OF THE JOB: We are seeking a highly skilled and professional Assistant Dental Practice Office Manager to lead and coordinate administrative duties and office procedures. This role is pivotal in creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. The Assistant Dental Practice Office Manager will play a crucial role in the seamless operation of our practice, supporting/creating a successful hygiene department, fostering a culture of excellence and patient-centered care.

RESPONSIBILITIES: Respond efficiently to patient and doctor needs and inquiries, ensuring exceptional service delivery. Support a successful hygiene schedule Ensure the delivery of quality dental care to patients by upholding the highest standards of practice. Resolve patient issues in accordance with company policies, healthcare regulations, and dental board standards. Manage patient scheduling and direct patient traffic flow to optimize clinic operations.

Ensure treatment plans are given to patients with clarity and professionalism. Ensure that financial arrangements to patients, ensuring transparency and understanding. Arrange payment schedules with patients, facilitating smooth financial transactions. Oversee the processing of dental claims, ensuring accuracy and timely submission. Coordinate with dental insurance companies to ensure claims are paid promptly.

Manage the specialist referral process, ensuring seamless patient transitions. Recruit and select office staff to meet operational requirements, fostering a talented and dedicated team. Train, develop, and performance manage staff to meet and exceed performance standards. Determine staff schedules and ensure operational standards are consistently met. Manage employee relations, ensuring staff have the necessary resources and support to excel.

Monitor and maintain the office budget, ensuring financial efficiency and accountability. Organize and oversee supply purchases, equipment upgrades, and operational expenses. Ensure complete administrative functions including bank deposits, revenue posting, staff payroll, and invoice processing. Oversee collections and accounts receivable, ensuring financial integrity. Write business correspondence and reports, maintaining clear and professional communication.

Run and analyze management reports to inform strategic decision-making. Support marketing and promotion initiatives to enhance the practice's visibility and patient engagement. Maintain patient data according to regulations and company policies, ensuring confidentiality and security. Ensure that records are stored securely and in compliance with privacy and security regulations. Take responsibility for the appearance and functionality of the office, maintaining a welcoming and efficient environment.

Ensure facilities and equipment in accordance with hygiene and safety regulations, including OSHA standards. MINIMUM REQUIREMENTS: Associate’s degree preferred. Three (3) years of management or supervisory experience in healthcare. Knowledge of dental terminology and office procedures. Knowledge of accounting and administrative principles and procedures. Knowledge of insurance plans and claims processing.

Excellent verbal and written communication skills. Excellent interpersonal and customer service skills. Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Proficient with Microsoft Office Suite or related software. NICE TO HAVES: Bachelor’s Degree Familiarity with dental software and scheduling systems. Additional certifications or training in office management or healthcare administration