Office Manager

Job Description

Job Description

Description:

Charleston Oral and Facial Surgery is experiencing exciting growth and is seeking a dedicated full-time Office Manager to lead our dynamic team. Our practice is committed to delivering exceptional oral and maxillofacial surgical care across multiple state-of-the-art locations, ensuring every patient receives the highest level of service in a safe and compassionate environment. Join us and be part of a professional team that values excellence, innovation, and patient-centered care.

At Charleston Oral and Facial Surgery, we foster a collaborative and growth-oriented environment. We offer competitive compensation, comprehensive benefits, and opportunities for professional development. Join our team and contribute to providing outstanding surgical care to the Charleston community.

The Office Manager is responsible for overseeing the daily administrative operations of the office while providing leadership, coaching, and support to the administrative team. This role ensures efficient office operations, exceptional patient experiences, and consistent implementation of company policies, procedures, and workflows. The Office Manager partners closely with the Administrative Director, providers, and other department leaders to maintain operational excellence, drive accountability, and ensure consistency across all practice locations. This position requires a strong leader who is organized, adaptable, solution-oriented, and committed to delivering exceptional patient care. Travel between Charleston Oral and Facial Surgery locations is required to provide operational support, employee training, meetings, office coverage, and other business needs.

Essential Duties and Responsibilities

• Oversees the daily administrative operations of the assigned office.
• Supervises, coaches, and supports front office administrative staff.
• Conducts daily morning huddles to communicate schedule updates, patient needs, operational priorities, and important announcements.
• Implements and reinforces company policies, procedures, and workflow updates.
• Ensures office staff understand and comply with all company policies and standard operating procedures.
• Provides ongoing coaching, mentoring, and support to administrative employees.
• Assists with onboarding and training of new administrative staff.
• Partners with the Administrative Director regarding employee performance, operational improvements, and workflow initiatives.
• Provides feedback and recommendations to leadership regarding office operations, workflow improvements, patient experience, and administrative processes.
• Promotes a positive, collaborative, and professional work environment.
• Assists with resolving employee concerns and patient service issues while escalating concerns appropriately.
• Ensures exceptional customer service is consistently delivered to patients, referring offices, and visitors.
• Builds and maintains positive relationships with patients, providers, referring offices, and team members.
• Tracks attendance and timekeeping for administrative staff within the assigned office.
• Reviews daily schedules to identify and resolve scheduling conflicts or operational concerns.
• Maintains a thorough understanding of the Scheduling Manual and scheduling guidelines.
• Demonstrates advanced knowledge of all CareStack administrative functions.
• Monitors office performance metrics, administrative accuracy, and workflow compliance, ensuring corrective action is taken when needed to maintain company standards.
• Ensures all daily error reports are reviewed, corrected, and completed by the end of each business day.
• Conducts routine audits of patient demographics, insurance information, documentation, scheduling accuracy, and administrative workflows.
• Assists with treatment planning and discusses treatment recommendations and financial arrangements with patients.
• Maintains knowledge of insurance verification, pre-authorizations, and financing options, providing assistance as needed.
• Ensures compliance with all practice policies regarding fees, collections, and payment arrangements.
• Maintains current knowledge of procedures, appointment types, and scheduling protocols.
• Verifies that all required patient documentation is completed prior to scheduled appointments.
• Assists with scheduling new and established patient appointments as needed.
• Assists with answering incoming phone calls and directing inquiries appropriately.
• Demonstrates professional phone, email, and interpersonal communication at all times.
• Partners with Clinical leadership to promote efficient patient flow and effective communication between departments.
• Maintains strict compliance with HIPAA, OSHA, and all company policies.
• Orders office supplies while maintaining budget expectations with approval from the Administrative Director.
• Helps maintain a clean, organized, and professional office environment.
• Attends required meetings, training sessions, and continuing education opportunities.
• Travels between Charleston Oral and Facial Surgery locations as needed to provide operational support, employee training, workflow implementation, meetings, office coverage, and other business-related needs.
• Maintains confidentiality regarding patient, employee, and company information.
• Serves as a role model by demonstrating professionalism, accountability, teamwork, and a commitment to company values.
• Performs other duties and special projects as assigned by management.

Qualifications Required

• High School diploma or GED required.
• Minimum of two years of management experience in a dental or medical practice.
• Excellent verbal and written communication skills.
• Strong customer service and patient relationship skills.
• Excellent organizational and time management abilities.
• Strong leadership, coaching, and team development skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong problem-solving and conflict resolution skills.
• Self-motivated with the ability to work independently and make sound decisions.
• Ability to collaborate effectively with providers, leadership, and team members.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and practice management software.
• Ability to quickly learn new software and workflows.
• Commitment to maintaining confidentiality and professionalism.
• Ability and willingness to travel between all Charleston Oral and Facial Surgery locations as business needs require.
• Valid driver's license and reliable transportation.