Manager of Dental Operations

Job Description

Job Description

Apicha Community Health Center aims to improve community health by providing access to comprehensive primary care, preventive health services, mental health, and supportive services. The center is dedicated to delivering high-quality, culturally competent services that enhance the quality of life. It also advocates for and offers a welcoming environment for underserved and vulnerable populations.

We’re seeking a dedicated  Manager of Dental Operations to join our team in Jackson Heights.

Position Summary:

We're looking for a Under general supervision of the Director of Clinic Operations, oversees the daily administrative and operational functions of the dental clinic to ensure efficient workflow, excellent patient experience, and compliance with healthcare regulations. The Manager of Dental Operations works closely with the Director of Clinic Operations to implement operational initiatives, monitor performance metrics, and drive continuous improvement across clinic processes.

The major duties of the position include, but are not limited to:

Clinic Operations:

• Oversee front desk operations to ensure efficient patient flow, accurate scheduling, and coverage during high-volume periods.
• Monitor staff availability, coordinate workflow, and escalate operational needs to the Director of Clinic Operations.
• Resolve patient account issues, including billing discrepancies and inquiries, in a timely manner.
• Ensure accurate entry and maintenance of patient demographics, billing, and scheduling in the practice management system.
• Manage daily cash collections, including deposits and end-of-day reconciliation in compliance with policies and procedures.
• Monitor dental referral processes to ensure timely and appropriate handling.
• Oversee medical records requests to ensure timely processing and regulatory compliance.
• Lead patient engagement initiatives to improve patient experience and satisfaction.
• Address and resolve patient, staff, and community concerns with professionalism and empathy.
• Maintain a safe, clean, and well-stocked environment, including oversight of inventory, ordering, and reconciliation of supplies and invoices.

People Management:

• Meet regularly with front desk staff to review workflow, provide guidance, and support daily operations
• Train and onboard new and existing staff on the practice management system, workflows, policies and procedures
• Monitor staff interactions with patients to ensure professionalism, excellent customer service, and strict adherence to patient confidentiality.
• Manage employee timecards, time-off requests, and staff scheduling
• In conjunction with the Director of Clinic Operations to complete employee evaluations for front office staff in accordance with policies and procedures.

Compliance:

• Ensure adherence to established policies, procedures, and work instructions across clinic operations.
• Maintain compliance with healthcare regulations, including HIPAA standards for patient privacy and data security.
• Monitor staff compliance with regulatory requirements and organizational policies, and address any issues as needed.

QI/QA:

• Participate in organizational quality improvement projects to enhance clinic operations, patient care, and compliance with standards.

Collaboration:

• Foster positive working relationships with staff and other departments to promote cooperation, morale, and operational efficiency.
• Demonstrate a positive attitude in support of Apicha CHC programs, mission, and cross-departmental teamwork.

Qualifications:

• Associate degree with a minimum of 3 years related experience required. Bachelor Degree in related field preferred
• Previous experience in dental office management or dental operations preferred
• Understanding of scheduling efficiency and patient flow in a clinical setting.
• Strong communication and problem-solving skills; able to address staff questions, resolve conflicts, and take initiative on projects.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Able to interface effectively with licensed providers and work both independently and as part of a team.
• Fluency in Spanish or an Asian language strongly preferred.
• Professional attitude and demeanor.
• Working knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Experience with electronic medical records (EMR) required; eClinicalWorks preferred.
• Flexibility to work evenings, weekends, and travel via public transportation as needed

At Apicha, we believe that serving the needs of our staff is just as important as serving the needs of underserved people of New York City as such we are proud to offer our team members a competitive employee benefits package which include 12 Paid Holidays, vacation and sick leave, Health Insurance Coverage, Flexible Spending Account, Life Insurance, Employee Assistant Program just to name a few.