Dental Practice Manager

Job Description

Job Description

ABOUT BITE DENTAL CENTER

BITE stands for Balance, Innovation, Technology, and Esthetics — and each word is a promise we keep. We are a premium, whole-health dental practice serving Maryland across three locations: Annapolis, Severna Park, and Glen Burnie.

The person who runs this office is not in the background. They are the operational backbone of everything we do.

THE STANDARD HERE IS NOT NEGOTIABLE.

At BITE Dental Center, we have spent years building something most patients have never experienced: a dental practice that operates with the precision of a surgical team, the warmth of a hospitality brand, and the standards of a five-star provider. Every system we run, every patient we see, and every team member we hire is held to that bar.

We are looking for a Patient Coordinator who doesn't just understand operations — who owns them. Someone who finds satisfaction in a fully optimized schedule, who knows what a clean insurance claim looks like, and who holds the patient experience together from the first phone call to the final checkout.

If you are meticulous, driven, tech-fluent, and take genuine pride in doing things the right way — this role was written for you.

WHO YOU ARE

Your background may be in dental or medical practice management, healthcare administration, or a high-standards service industry — hotel operations, premium hospitality, or client-facing coordination. What matters most is not where you've been, but how you operate.

You are the person who:

• Notices the thing no one else caught — and fixes it before it becomes a problem
• Runs a schedule like an air traffic controller: precise, anticipatory, and unflappable
• Understands that billing is not paperwork — it is the financial health of the practice, and you treat it that way
• Communicates with patients the way a great concierge would: warm, clear, and completely in command
• Holds yourself to a higher standard than anyone would ask of you — because that's simply who you are
• Picks up new software the way others pick up a conversation — naturally and quickly
• Brings energy and accountability into a room, not just presence

WHAT YOU WILL OWN

Scheduling & Patient Flow

• Build, manage, and protect a high-performance daily schedule across providers and operatories
• Book appointments with precision — correct procedure codes, accurate time blocks, appropriate provider matching, and insurance eligibility confirmed in advance
• Proactively fill gaps, manage cancellations, and maintain schedule density without sacrificing patient experience
• Oversee the recall and reactivation system — tracking overdue patients and driving them back into active care
• Coordinate across locations as needed to ensure continuity of scheduling operations

Billing, Insurance & Financial Coordination

• Oversee the full billing cycle: accurate coding, timely claim submission, payment posting, and follow-up on outstanding balances
• Verify patient insurance benefits prior to appointments and communicate coverage clearly and confidently to patients
• Review and reconcile daily production and collections reports, flagging discrepancies for immediate resolution
• Manage accounts receivable and ensure collections targets are met with professionalism
• Support the preparation and presentation of treatment plans, including out-of-pocket estimates and financing options
• Serve as the point of contact for insurance questions, escalations, and claim disputes

Office Operations & Compliance

• Maintain operational systems that ensure HIPAA compliance, OSHA standards, and Maryland dental regulatory requirements are met at all times
• Oversee supply inventory, vendor relationships, and equipment service coordination
• Document and continuously improve front-office workflows, identifying inefficiencies before they affect patient experience
• Ensure all patient records, financial transactions, and scheduling activity are entered accurately and on the same day

Team Coordination & Communication

• Serve as the central communication hub between the clinical team, front office, and practice leadership
• Support onboarding and day-to-day guidance of front-office staff, setting clear expectations and modeling BITE standards
• Prepare weekly and monthly operational summaries covering schedule performance, billing status, and open issues
• Proactively surface challenges with proposed solutions — not just reports

Patient Experience

• Set the tone of every front-office interaction — professional, warm, efficient, and reflective of the BITE brand
• Handle patient concerns, billing questions, and escalations with confidence and care
• Actively monitor patient satisfaction and support the practice's 5-star review culture

QUALIFICATIONS

• 2+ years of experience 2+ years of experience in dental, medical, or healthcare office management — or equivalent experience in a high-standards service-industry operation
• Dental/medical billing knowledge Working knowledge of dental and/or medical billing, insurance coordination, and CDT/ICD coding strongly preferred
• Proficiency with dental practice management software (Dentrix, Eaglesoft, Curve, or similar); experience with digital scheduling platforms required
• Advanced comfort with technology — you learn new systems quickly and look for ways to use them better
• Exceptional attention to detail — you catch errors others miss, and you build systems so they don't happen again
• Strong verbal and written communication skills with the ability to speak confidently to patients about financial matters
• Demonstrated ability to manage competing priorities, tight schedules, and high patient volume without losing composure or quality
• Familiarity with HIPAA compliance and OSHA standards required; certification a plus
• Genuine service-industry instincts — you understand that how something is delivered matters as much as what is delivered

Prior dental experience is strongly preferred. Candidates from medical or high-end service backgrounds with transferable skills and exceptional attention to detail are encouraged to apply.