Office Manager

Job Description

Job Description

Job Title: Office Manager 

Functional Area: Practice Operations

FLSA Status: Exempt

People Manager: Yes

Role Summary

The Dental Office Manager plays a pivotal leadership role in overseeing the administrative operations of the dental practice. This position is responsible for supervising front office staff, optimizing practice revenue and collections, ensuring regulatory compliance, coordinating patient scheduling, managing expenses, and maintaining a positive, efficient work environment. The manager serves as the liaison between staff and upper management and is instrumental in achieving clinical financial and service goals.

Essential Role Responsibilities

The Office Manager ensures operational excellence by leading staff, managing finances, and supporting patient satisfaction. 

1. Oversee daily operations of front office and administrative functions.
2. Manage scheduling for all dental providers; optimize production and reduce idle time.
3. Lead front desk team, ensuring proper training, coverage, and workflow.
4. Monitor and report on daily revenue and collections; identify missed collections and follow up with patients.
5. Administer and monitor accounts receivable, including billing, collections, and financial arrangements.
6. Maintain compliance with HIPAA, OSHA, and safety regulations.
7. Coordinate ordering and inventory management of dental and office supplies.
8. Perform chart audits, track provider production, and ensure accurate fee schedule use.
9. Lead daily huddles and monthly staff meetings; communicate goals and performance metrics.
10. Manage payroll-related duties and monitor labor costs.
11. Ensure accuracy of patient insurance information and benefit verification.
12. Respond to patient feedback and satisfaction surveys, taking corrective action when necessary.
13. Enforce practice policies including dress code, attendance, and professional behavior.
14. Provide ongoing feedback, training, and coaching to team members.
15. Maintain clean, organized, and patient-ready office environment.
16. Handle marketing initiatives and local community outreach efforts.
17. Oversee new treatment plan consultations when necessary.
18. Prepare financial and performance reports for upper management.
19. Perform other administrative and leadership duties as assigned.
20. Verify and file all patient insurance claims promptly and accurately.
21. Work all accounts receivable (AR) reports according to office policy; maintain account activity.
22. Identify patients arriving with delinquent accounts and coordinate front desk follow-up.
23. Send delinquent accounts to collections per office policy.
24. Post all patient collections.
25. Perform daily reconciliation process.
26. Complete all reports for the practice and Finance Department on time.
27. Assist with cleanliness and organization in all office areas.  Own your space.
28. Support and participate in staff meetings and team collaboration.
29. Demonstrate flexibility and teamwork by assisting other departments when needed.

Role Qualification Guidelines

Required Role Qualifications

1. High school diploma or equivalent; associate or bachelor's degree preferred. 
2. Minimum 2–4 years of dental office or healthcare management experience. 
3. Demonstrated knowledge of dental insurance and practice management systems. 
4. Proven financial and analytical skills. 
5. Strong leadership, coaching, and team-building capabilities.

Preferred Role Qualifications

1. Experience with Denticon or similar software. 
2. Training in HR and employee relations. 

Required Licenses or Certifications

1. Completion of HIPAA and OSHA training. 
2. Certification in dental office management or healthcare administration preferred.

Core Capabilities for Success

The following are key attributes that are necessary for successful performance in the role.  These capabilities are not required for the role and individuals may not exemplify all attributes of the capabilities outlined.  However, the core capabilities should receive strong consideration when determining success or identifying a successful candidate for the role. 

Individuals with capabilities in contrast with the attributes below may achieve success in the role as performance in a role can have various external influencing factors. These factors should be considered when determining if an individual is an ideal fit for the role.

Knowledge and Skill

1. Advanced understanding of dental operations and insurance processes. 
2. Proficiency in reporting, budgeting, and workflow planning.

Talent and Ability

1. Strategic thinker with a hands-on management style. 
2. High emotional intelligence and effective decision-making.

Personality Traits

1. Proactive, accountable, and adaptable. 
2. Confident communicator and problem-solver.