Assistant Clinical Office Manager

Assistant Clinical Office Manager - New Berlin Gentle Dentistry, a Cherry Tree Dental Office
New Berlin, WI
Full-Time, Exempt

New Berlin Gentle Dentistry, a Cherry Tree Dental office, is seeking a Full-Time, Exempt Assistant Clinical Office Manager to help lead and support the daily operations of our dental practice in New Berlin, WI.

The Assistant Clinical Office Manager supports the overall operations and efficiency of the dental clinic by providing leadership, administrative oversight, and exceptional customer service. Under the direction of the Manager, Regional Clinical Operations, this role ensures high-quality patient care, regulatory compliance, and a productive, patient-focused environment.

Benefits:

• Health insurance
• Vision insurance
• Dental insurance
• 401k with employer contribution
• Life insurance
• Paid Time Off
• Paid Holidays

What you'll do:

Patient Care & Customer Service

• Greet and welcome patients in a positive, professional, and caring manner.
• Consult patients on treatment options provided by the clinical team.
• Verify insurance coverage, ensure collection of co-payments, and address billing questions.
• Work collaboratively with dental team members to ensure the delivery of exceptional patient care.
• Provide superior customer service at all times, maintaining a non-judgmental and supportive demeanor.
• Ensure prompt setup and accurate maintenance of new patient accounts in the practice management system.

Clinic Operations & Supervision

• Provide leadership and oversight to clinic staff to maintain a productive, efficient, and collaborative environment.
• Supervise and reinforce daily operational tasks and office priorities under the guidance of the Manager, Regional Clinical Operations.
• Support recruitment, onboarding, training, and ongoing development of team members.
• Assist in the performance management process by participating in staff evaluations and providing regular coaching and developmental feedback.
• Oversee patient scheduling, appointment confirmations, and follow-ups to ensure a full and efficient schedule.
• Monitor and maintain the sterilization area; ensure testing logs are completed.
• Review operational data and clinic performance metrics; recommend improvements based on findings.

Financial & Insurance Administration

• Process insurance payments, submit claims, and follow up on denials, appeals, and additional documentation requests.
• Ensure timely collection from patients and insurance providers.
• Follow established company policies related to collections and revenue cycle management.
• Post payments promptly and accurately in accordance with company standards.
• Reconcile daily deposits and credit card processing, ensuring balance and accuracy.

Other Responsibilities

• Maintain confidentiality of all patient and clinic records in compliance with HIPAA regulations.
• Ensure full compliance with OSHA, CDC, HIPAA, and internal safety protocols.
• Complete tasks and projects assigned by the Manager, Regional Clinical Operations.
• Support a culture of accountability, teamwork, and high-quality patient outcomes.

What we seek:

• Associate degree in healthcare administration, business, or related field.
• Education and related work experience can be considered in lieu of associate degree.
• Bachelor's Degree in healthcare administration, business, or related field preferred
• Three (3) years' experience in dental or healthcare administration.
• Prior supervisory experience preferred.
• Proficient or the ability to become proficient within 90 days in dental practice management software (e.g., Dentrix, Open Dental, Eaglesoft).
• Proficient in Microsoft Office Suite.
• Effective communication and interpersonal skills, with the ability to build rapport with patients of all ages and backgrounds.
• Demonstrated analytical thinking and data-driven decision making.
• Excellent organizational skills and attention to detail.