Practice Manager

Description

Webster Dental Care has delivered the highest level of patient care for over 46 years. Webster Dental Care has 8 dental practices throughout the Chicagoland area with 150 employees, including dentists, dental specialists, dental hygienists, support staff and administrators. At Webster Dental Care, we pursue excellence through continuing education, personal and team growth, and mastering leading-edge technology.

Position Summary: The Practice Manager is responsible for administering the day-to-day activities of the business office including patient and employee relations, recruitment and terminations, staff management of marketing and communications efforts, ensuring regulatory compliance, staff training and motivation.

Job Duties and Responsibilities:

Practice Operations

• Oversee all day-to-day operations of the dental practice.
• Ensure efficient patient scheduling, provider productivity, and daily patient flow.
• Monitor and improve key performance indicators including production, collections, treatment acceptance, accounts receivable, hygiene reappointment rates, cancellation rates, and new patient growth.
• Maintain accurate daily financial reporting, bank deposits, and cash handling procedures.
• Ensure patient balances are collected in accordance with company financial policies.
• Maintain adequate office supplies and coordinate equipment maintenance and repairs.
• Partner with Corporate IT regarding hardware, software, security, and technology initiatives.
• Participate in company meetings and implement organizational initiatives.

Patient Experience

• Deliver an exceptional patient experience that reflects Webster Dental Care's standards.
• Resolve patient concerns professionally and escalate issues appropriately.
• Monitor online reputation management and patient feedback.
• Ensure treatment plans are communicated clearly and financial arrangements are understood.
• Promote patient retention through recall, recare, and proactive scheduling.

Leadership & Team Management

• Lead, coach, mentor, and develop office staff.
• Conduct regular team meetings and daily huddles.
• Monitor staffing levels and recommend hiring needs.
• Participate in interviewing and onboarding of new employees in partnership with Human Resources.
• Complete performance evaluations, coaching sessions, and disciplinary documentation as required.
• Foster a positive, accountable, and team-oriented culture.
• Promote employee engagement, retention, and professional development.
• Review daily production and collections reports.
• Monitor accounts receivable and assist with collection efforts.
• Manage office expenses within approved budgets.
• Serve as the primary liaison between the practice and Webster Dental Care corporate departments.

Required Qualifications and Skills

• Bachelor's degree in Business, Healthcare Administration, or related field preferred.
• Minimum of five (5) years of management experience in a dental or healthcare setting.
• Previous experience supervising teams of 10 or more employees preferred.
• Proficiency with Eaglesoft and/or Dentrix preferred.
• Proficient in Microsoft Office Suite.
• Strong leadership, organizational, and problem-solving skills.
• Excellent communication and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of OSHA and HIPAA regulations preferred.

Working Conditions/Physical Requirements

• Work is performed primarily in a dental practice environment.
• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Ability to wear required personal protective equipment (PPE) while in clinical areas.
• Ability to work occasional evenings or Saturdays as business needs require.

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