Dental Office Manager

Office Manager

Affordable Dentures & Implants

Location: 800 Dunn Avenue, Jacksonville, FL 32218 (Northside)

JOB PURPOSE

The Office Manager is responsible for leading and overseeing the daily operations of the dental practice to ensure exceptional patient experiences, efficient office and laboratory operations, strong team performance, and achievement of operational and financial goals.

This role serves as a key partner to the Doctor, providing leadership and accountability across both front-office and back-office functions. The Office Manager develops a high-performing team, maintains compliance with applicable regulations and company standards, and drives practice growth through effective scheduling, patient engagement, treatment plan coordination, and financial solutions that help patients access the care they need.

The ideal candidate is a hands-on, results-oriented leader with a strong business mindset, excellent interpersonal skills, and a passion for delivering quality dental care at an affordable cost.

GENERAL DUTIES & RESPONSIBILITIES

Practice Operations & Leadership

• Oversee the daily operations of the dental practice, ensuring established systems, workflows, and protocols support efficient operations and allow the Doctor to focus on patient care.

• Manage all front-office and back-office functions, including scheduling, patient flow, administrative processes, team coordination, and overall office efficiency.

• Establish clear expectations, monitor key performance indicators (KPIs), and hold team members accountable for achieving operational, service, and financial goals.

• Identify operational challenges, implement process improvements, and promote a culture of continuous improvement, accountability, and teamwork.

• Manage office resources, staffing levels, and schedules to maximize productivity, support patient demand, and meet daily practice objectives.

Team Development & Performance Management

• Lead, coach, motivate, and develop office team members to achieve individual and practice-wide goals.

• Build positive, collaborative relationships with the Doctor, dental team, laboratory personnel, and support staff.

• Oversee employee onboarding, training, performance evaluations, and ongoing professional development.

• Promote a positive, professional, and patient-focused work environment that encourages teamwork, ownership, and accountability.

• Address employee performance and workplace concerns promptly, professionally, and consistently.

• Develop staffing schedules and coordinate team responsibilities to support efficient patient flow and daily production goals.

On-Site Dental Laboratory Management

• Oversee the on-site dental laboratory to support quality, efficiency, productivity, and timely completion of dental cases.

• Monitor laboratory workflows, turnaround times, materials, equipment maintenance, and inventory needs.

• Ensure laboratory work areas are maintained in a clean, organized, and safe manner in accordance with applicable infection prevention and safety standards.

• Partner with the Doctor and laboratory team to address workflow challenges, support quality standards, and improve coordination between clinical and laboratory operations.

Patient Experience & Treatment Plan Coordination

• Promote an exceptional patient experience by ensuring patients are treated with professionalism, compassion, respect, and clear communication throughout their care journey.

• Partner with the Doctor and patient to facilitate completion of the prescribed treatment plan by identifying and addressing barriers to care.

• Support effective treatment plan presentation, patient education, follow-up, and case acceptance in alignment with the Doctor's clinical recommendations.

• Help patients understand available payment options, applicable insurance benefits, and third-party financing solutions, as appropriate.

• Recognize when patients have clinical questions or concerns and promptly involve the Doctor or appropriate clinical team member.

• Resolve patient complaints and service concerns in a timely, professional, and empathetic manner, escalating issues when appropriate.

• Monitor patient satisfaction and identify opportunities to improve communication, service quality, and patient retention.

Business Development & Financial Performance

• Drive practice growth by monitoring production, collections, scheduling efficiency, patient conversion, treatment acceptance, and other relevant performance indicators.

• Develop and execute strategies to achieve revenue and operational goals while maintaining a patient-first approach.

• Oversee scheduling practices, appointment confirmations, follow-up processes, and schedule utilization to reduce gaps and maximize available capacity.

• Partner with the Doctor and team to improve treatment plan follow-through and case acceptance without compromising clinical judgment or patient choice.

• Monitor team productivity and identify opportunities to improve efficiency, reduce missed opportunities, and strengthen practice performance.

• Support local marketing, community outreach, referral development, and patient engagement initiatives to increase awareness and attract new patients.

• Maintain a strong understanding of the practice's business performance and communicate progress, opportunities, and challenges to the appropriate leadership.

Compliance, Safety & Risk Management

• Ensure the practice follows applicable federal, state, and local requirements, as well as company policies and established procedures.

• Oversee the accuracy, completeness, and appropriate maintenance of patient records, documentation, and administrative files.

• Promote compliance with HIPAA privacy and security requirements, OSHA standards, infection prevention protocols, and other applicable healthcare regulations.

• Ensure the office and laboratory maintain appropriate standards for cleanliness, organization, equipment safety, and infection control.

• Support compliance training, audits, and corrective action plans as needed.

• Protect confidential patient and employee information and reinforce a culture of ethical conduct and professional responsibility.

Additional Responsibilities

• Collaborate with the Doctor and leadership to implement business initiatives, operational improvements, and practice development strategies.

• Perform other duties as assigned to support the successful operation of the practice.

EDUCATION & EXPERIENCE REQUIREMENTS

• High school diploma or equivalent required; associate's or bachelor's degree preferred.

• One to three years of supervisory or management experience required.

• Experience in dental practice management, healthcare operations, or a related service-based business preferred.

• Experience with dental treatment plan coordination, case acceptance, patient financing, and revenue growth strongly preferred.

• Experience overseeing dental laboratory operations or coordinating clinical and laboratory workflows is a plus.

GENERAL KNOWLEDGE, SKILLS & ABILITIES

• Leadership & Team Development: Demonstrated ability to lead, coach, motivate, and hold team members accountable for results.

• Business Acumen: Strong understanding of operational performance, productivity, revenue goals, and performance metrics.

• Communication: Excellent verbal, written, interpersonal, and conflict-resolution skills.

• Patient Relations: Strong customer service skills with the ability to address concerns professionally and build patient trust.

• Treatment Plan Coordination: Ability to support treatment acceptance, communicate financial options, and help patients navigate barriers to care.

• Sales & Marketing: Strong marketing and business development skills, with the ability to identify growth opportunities and improve patient conversion.

• Organization & Execution: Ability to prioritize competing demands, manage multiple workflows, and maintain attention to detail in a fast-paced environment.

• Technology: Strong computer skills and the ability to learn practice management software and other business systems.

• Problem-Solving: Ability to analyze performance, identify root causes, and implement practical solutions.

• Results Orientation: Competitive, entrepreneurial mindset with a demonstrated commitment to exceeding goals while maintaining ethical, patient-centered practices.

• Adaptability: Ability to respond effectively to changing business needs, patient volumes, staffing demands, and operational priorities.

SUCCESS MEASURES

Success in this role will be evaluated through a balanced combination of patient experience, team performance, operational efficiency, compliance, and financial results, including:

• Achievement of established production and collection goals.

• Improved treatment plan acceptance and completion rates.

• Effective schedule utilization and reduced appointment gaps and cancellations.

• Strong patient satisfaction, service recovery, and retention.

• Team engagement, productivity, accountability, and staff development.

• Efficient laboratory workflows and timely case completion.

• Consistent compliance with applicable regulations and company policies.

• Growth in new patient volume and successful execution of marketing initiatives.

Our expectation: The Office Manager leads with accountability, develops people, drives measurable business results, and ensures patients receive compassionate support in accessing the dental care recommended by their Doctor.

Job Category Practice Staff