Office Manager

The Office Manager is responsible for overseeing the daily administrative, financial, and operational functions of the dental practice. This role ensures an exceptional patient experience, efficient office operations, regulatory compliance, and achievement of practice performance goals. The Office Manager serves as a leader for front-office staff and works closely with dentists, hygienists, and clinical team members to support practice growth and patient satisfaction.

Key Responsibilities

Office Operations

• Manage the day-to-day operations of the dental office.
• Ensure smooth patient scheduling, registration, and check-in/check-out processes.
• Develop and implement office policies and procedures.
• Monitor office productivity and workflow efficiency.
• Coordinate facility maintenance, equipment servicing, and vendor relationships.

Patient Experience

• Foster a welcoming, professional, and patient-centered environment.
• Address patient concerns, complaints, and service recovery issues promptly.
• Monitor patient satisfaction and implement improvements as needed.
• Ensure patient confidentiality and compliance with HIPAA regulations.

Team Leadership

• Supervise, train, and support front-office personnel.
• Conduct performance evaluations and provide coaching and feedback.
• Assist with recruiting, onboarding, and staff development.
• Create employee schedules and manage time-off requests.
• Promote teamwork, accountability, and a positive workplace culture.

Financial Management

• Oversee patient billing, collections, and accounts receivable.
• Monitor insurance claims, reimbursements, and outstanding balances.
• Review daily production and collection reports.
• Manage office budgets and expenses.
• Support achievement of revenue, production, and profitability goals.

Insurance & Compliance

• Ensure accurate insurance verification and treatment plan estimates.
• Monitor claim submissions and follow-up on unpaid claims.
• Maintain compliance with HIPAA, OSHA, and company policies.
• Prepare documentation for audits and regulatory reviews.

Reporting & Performance Management

• Track key performance indicators (KPIs) including:
  • Production
  • Collections
  • New patient growth
  • Case acceptance rates
  • Accounts receivable
  • Schedule utilization
• Provide regular reports to leadership and recommend operational improvements

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.