Assistant Office Manager

Reports to : Office Manager

PRIMARY RESPONSIBILITIES

The Manager works closely with the doctor and staff to assure that all the business aspects of the practice is functioning in an orderly and proficient manner. The Manager communicates the practice philosophy through systems, problem solving and communication. Is the main conduit of information between doctor and staff, the Manager strives to bring out the best in the entire staff.

SPECIFIC DUTIES

• Manage day-to-day operations of dental office
• Manage and direct staff assignments and activities, in accordance with office policies and applicable laws
• Manage compliance with OSHA, HIPPA , state and federal regulations
• Know and follow dental office contingency plan
• Stay current with trends, legislation and regulations in the dental profession
• Manage patient financial accounts
• Manage the hiring and ongoing performance of staff
• Manage and update office computer systems
• Be an active participant in team meetings, huddles and office events.

Patient Management

• Oversee patient relations and handle patient complaints
• Help explain office policy to patients
• Help support staff as needed (i.e., appointment scheduling, collections, insurance, etc.)
• Monitor patient relations with regular patient satisfaction surveys
• Manage collections for patients with delinquent account.

Staff Management

• Assign, direct and manage staff duties, as assigned by the Dr. Gulati
• Determine staff schedules
• Recruit, interview and hire employees as directed by the dentist
• Orient and train new staff
• Organize staff training on OSHA and HIPAA compliance
• Coordinate team meetings and huddles
• Engage in conflict resolution
• Help arrange for staff CE

Records and State and Federal Regulations Management

• Help implement compliance with state and federal regulations
• Arrange for OSHA, HIPAA, and risk management training

Accounting

• Oversee Deposit reconciliation
• Oversee End of day reports
• Oversee accounts receivable and accounts payable tasks
• Oversee Collections reports

Marketing and Public Relations

• Oversee the design of marketing and promotional materials (print and electronic)
• Help in recruiting ads for new staff
• Help Implementing marketing strategies
• Coordinate event planning, conference travel, volunteer and mentorship opportunities, community outreach, and similar programs
• Assist with dental office facility management

PERSONNEL REQUIREMENTS

Education/Experience

• College Degree preferred
• Dental experience preferred
• Proficient in Microsoft word, excel, google docs
• At leaast 2 years Experience in staff management
• At least 2 years Experience Sales and Marketing

Interpersonal

• Passion for continuing education and professional development
• Well-organized and detail oriented
• Excellent communications skills
• Team player
• Conflict resolution experience
• Customer service or patient relations experience
• Ability to communicate all concerns to office manager