Assistant Patient Administration Manager

Job Description

Job Description

About Star Sleep & Wellness

For our patients, we are a sleep medicine office that treats multiple sleep disorders and strives to provide a medical experience that is unlike most others. We believe in building relationships with our patients to set them up for excellent lifetime care. As a team, we are culture-driven and future-focused. There are new developments in dental sleep medicine all the time and we are often at the head of the pack. See more about our team and our office at our website:

About the Position

Star Sleep & Wellness is growing! We are looking for a full-time Assistant Patient Administration Manager at our Frisco or Dallas  location. Our Patient Administration team is the first impression for our patients. We prioritize a friendly demeanor and excellent customer service to ensure every patient has a positive first impression and experience. Medical experience isn't required; we prioritize excellent customer service, attention to detail, and a passion for learning new technology.

Key Responsibilities when Manager is in Office:

• Coordinate with Director on daily priorities and updates.
• Assist Director with New-Hire training process Assist, Incentive ideas and gifts, Planning birthday celebrations and décor setup (support Director Assistant as they lead this).
• Participate in weekly Front Administration leadership meetings and 1:1s.
• Conduct observations and provide feedback to Director.
• Gather feedback/observations for SWOT analysis for Director.
• Help draft huddle notes for weekly meetings and mini huddles.
• Rotate leading team huddles; develop ideas, themes, and prizes.
• Assist in 30-60-90-day new hire meetings with feedback and observations.
• Monitor training progress and compliance with policies across locations.
• Supervise administrative staff and oversee daily workflows.
• Escalate behavioral concerns or issues to Director.

Key Responsibilities when Manager is Out of Office:

• Act as primary point of contact for Front Administration team; escalate issues to VP, if needed.
• Provide leadership presence by rotating locations and maintaining visibility.
• Set and follow rotation travel schedule to cover region consistently.
• Coach, mentor, and provide real-time guidance and feedback to team
• members.
• Advise on handling challenging patient walk-ins.
• Maintain proficiency in front-related tasks to provide coverage when team
• members are out.
• Monitor daily task volumes to ensure team metrics are met.
• Assist with seat coverage during high-volume periods or when multiple team
• members are out.
• Assist in overseeing Remote Assistants (RA) and RA training.
• Support specialist front team members with training to prevent stress or delays.
• Continue leading team huddles and maintaining engagement activities.

Qualifications:

• Leadership & Team Management: Experience supervising administrative teams and providing coaching and mentoring.
• Training & Development: Skilled in onboarding and ongoing staff training; ensuring compliance and consistency.
• Operational Knowledge: Proficiency in front office workflows, scheduling systems, and managing high-volume periods.
• Communication Skills: Strong verbal and written communication for team engagement and issue resolution.
• Problem-Solving: Ability to prioritize tasks, make decisions, and escalate issues
• appropriately.
• Flexibility & Travel: Willingness to rotate across multiple locations and adapt to changing priorities.
• Preferred: Background in healthcare administration or multi-location operations. Internal hire before looking external.

About You

Regardless of position in the organization, these are the core values we look for:

• Value Reputation : Our name is everything! Every small action matters, so we expect you to be mindful of the big picture in everything you say or do. You’ll be an ambassador for the practice’s reputation.
• Adaptable to Change : We’re always evolving and forward-thinking. You approach challenges with a positive attitude, are open to learning, and are willing to break old habits to improve.
• Driven and Goal-Oriented : You are motivated by purpose, remain focused on personal and team goals, and thrive on achieving success, both individually and collectively.
• Do Whatever It Takes : You go the extra mile to support your team and make it happen for our patients. We value collaboration and the willingness to “do whatever it takes.”
• Do What You Say You understand that trust is built on consistency. You honor your commitments and always follow through, even when it’s challenging.

Ultimately, the most important thing we look for in team members is a desire to provide an amazing patient experience, and to learn and grow with us, regardless of prior experience.

Does This Sound Like You?

Please apply! We would love to hear from you. 

Additional Information

Candidates selected to move forward in the hiring process will be asked to complete a Berke Assessment. You are welcome to complete it in advance:

Due to high patient and clinic volume, please do not call or visit the office regarding your application status. We carefully review every application and will contact candidates whose experience aligns with our hiring needs.

Please Note: