Assistant Office Manager

Job Title: Assistant Office Manager

Reports to: Office Operations Manager Department: Administrative / Front Office Status: Full-time

Position Summary

The Assistant Office Manager oversees the daily operations of the dental practice's front desk, ensuring a smooth, efficient, and patient-centered experience. This role manages administrative workflows, leads the front office team, and plays a key role in supporting financial processes, metrics tracking, and communication between departments. The Assistant Office Manager is also responsible for maintaining accurate data, coordinating claims and referrals, and serving as a liaison between the Center Patient Experience team and the dental leadership team.

Key Responsibilities

Front Office Operations

• Oversee daily front desk functions including patient check-in/out, scheduling, and communication.
• Maintain an organized, professional, and welcoming front office environment.
• Ensure accuracy of patient records, forms, and documentation.
• Monitor office supplies and coordinate ordering as needed.

Team Leadership & Training

• Lead, mentor, and support front office staff to maintain a collaborative, high-performing team.
• Train new administrative employees on systems, procedures, and practice expectations.
• Coordinate scheduling and workflow assignments for the front office team.
• Provide ongoing feedback and communicate performance concerns to management.
• Takes initiative to resolve operational challenges and improve processes.

Patient Experience & Coordination

• Ensure a high-quality, patient-centered experience from arrival to departure.
• Resolve elevated patient concerns with professionalism and empathy.
• Act as the main liaison between the Center Patient Experience team and the dental leadership team, ensuring clear communication and follow-through on patient experience initiatives.
• Monitor patient satisfaction trends and help implement service improvements.
• Monitor Google reviews and proactively respond to patients online and in person.
• Identifies issues, develops solutions, and follows through to resolution.

Scheduling & Treatment Coordination

• Oversee and optimize appointment scheduling to meet daily and monthly goals.
• Manage complex scheduling needs including treatment plans, follow-ups, and outside referrals.
• Reduce cancellations and no-shows through proactive communication and confirmation processes.

Financial & Administrative Responsibilities

• Oversee and submit the weekly deposit, ensuring accuracy and timely reporting.
• Track and manage daily metrics/stats, including production, collections, patient flow, schedule utilization, and other KPIs.
• Support financial discussions with patients such as treatment plan estimates and payment options.
• Verify insurance benefits and assist with billing and accounts receivable tasks.

Claims & Referral Management

• Manage the full claims process, including submission, tracking, corrections, and follow-up on outstanding or denied claims.
• Oversee the referral process, ensuring timely coordination, accurate documentation, and communication with referring providers and patients.
• Maintain detailed records of claims and referrals for reporting and compliance.

Compliance & Communication

• Ensure adherence to HIPAA, OSHA, and other privacy and safety regulations.
• Serve as a communication bridge between clinical and administrative teams.
• Participate in staff meetings, training sessions, and process improvement initiatives.

Qualifications

Required:

• 2+ years of experience in a dental office front desk or administrative role.
• Strong understanding of dental terminology, insurance processes, claims, and scheduling systems.
• Proficiency with dental office software.
• Excellent communication, leadership, and customer service skills.
• Ability to multitask, prioritize, and work efficiently in a fast-paced environment.

Preferred:

• Previous leadership or supervisory experience.
• Experience in metrics reporting, claims management, and financial coordination.
• Bilingual abilities

Work Environment

• Patient-focused, professional dental practice setting.
• Requires reliability, strong communication skills, and consistent attendance.

Compensation & Benefits

• Competitive salary
• Health benefits
• Paid time off and holidays