Dental Office Manager

Job Description

Job Description

POSITION SUMMARY

The Dental Office Manager is responsible for overseeing the day-to-day operations of the dental practice to ensure exceptional patient care, efficient office performance, and achievement of production and collection goals. This position provides leadership to administrative staff, supports clinical operations, maintains compliance, and helps drive practice growth through effective management of people, systems, and financial performance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Practice Operations

• Oversee daily office operations and workflow.
• Ensure efficient patient scheduling and appointment management.
• Monitor patient flow and office productivity.
• Develop and maintain office systems, policies, and procedures.
• Coordinate office maintenance, supplies, and vendor relationships.
• Address patient concerns and resolve service-related issues professionally.

Team Leadership and Development

• Supervise front office and administrative team members.
• Recruit, hire, train, and onboard new employees.
• Conduct performance evaluations and coaching sessions.
• Hold regular team meetings and provide ongoing feedback.
• Promote a positive, professional, and patient-focused work environment.
• Maintain accountability for team performance and office goals.

Financial Management

• Monitor daily, weekly, and monthly production and collections.
• Review financial reports and identify opportunities for improvement.
• Ensure accurate payment posting and financial recordkeeping.
• Assist with budgeting and expense control.
• Support treatment acceptance and patient financing programs.
• Monitor accounts receivable and collection efforts.

Scheduling and Patient Retention

• Maintain productive doctor and hygiene schedules.
• Monitor schedule utilization and fill open appointment times.
• Track recare effectiveness and patient retention metrics.
• Implement systems to reduce cancellations and no-shows.
• Ensure timely follow-up with unscheduled treatment patients.
• Oversee new patient intake and conversion processes.

Insurance and Billing Oversight

• Supervise insurance verification and claims processing.
• Monitor insurance aging reports and claim follow-up.
• Ensure accurate patient estimates and billing procedures.
• Maintain current knowledge of insurance plans and policies.
• Assist staff with insurance-related issues and escalations.

Human Resources

• Manage employee schedules and time-off requests.
• Maintain personnel files and employment documentation.
• Support disciplinary actions and conflict resolution.
• Ensure compliance with employment policies and procedures.
• Coordinate staff training and continuing education opportunities.

Compliance and Risk Management

• Ensure compliance with HIPAA, OSHA, and state regulations.
• Maintain required compliance documentation.
• Coordinate office safety and infection control protocols.
• Assist with audits, inspections, and regulatory requirements.
• Protect patient confidentiality and data security.

PERFORMANCE EXPECTATIONS

The Dental Office Manager will be evaluated on the following key performance indicators (KPIs):

• Production goal attainment
• Collection percentage
• Accounts receivable management
• Insurance aging management
• Schedule utilization rate
• Hygiene reappointment percentage
• Treatment acceptance percentage
• New patient conversion rate
• Patient satisfaction and online reviews
• Employee retention and team engagement

REQUIRED QUALIFICATIONS

• High School Diploma or GED required.
• Minimum of three (3) years of dental office experience.
• Minimum of one (1) year of supervisory or management experience.
• Strong knowledge of dental insurance and billing procedures.
• Proficiency with dental practice management software (Dentrix preferred).
• Excellent communication and interpersonal skills.
• Strong organizational and problem-solving abilities.

PREFERRED QUALIFICATIONS

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or related field.
• Experience managing a multi-provider dental practice.
• Advanced knowledge of dental practice metrics and growth strategies.

KNOWLEDGE, SKILLS, AND ABILITIES

• Leadership and team development
• Conflict resolution
• Financial analysis and reporting
• Customer service excellence
• Time management and prioritization
• Strategic planning and execution
• Insurance and billing expertise
• Professional written and verbal communication
• Ability to maintain confidentiality

Benefits

* 401k and company match

* Paid holidays

* PTO

Work life balance - no evenings/ minimal weekend

How to apply: Complete application and send resume.