Assistant Office Manager

Assistant Office Manager

Cary Family - Cary, NC 27518

Overview

Level: Experienced Position Type: Full Time Job Shift: Day Education Level: Not Specified Category: Management

Description

Position Summary

The AOM will provide daily support where necessary to ensure business operations are running smoothly. Ability to communicate effectively with others; sets a positive tone in the practice and is technologically savvy. Individuals must be always reliable and present. In addition, escalate any issues, or concerns to OM in a timely manner to be addressed. To be successful in this role, the person must always remain objective, maintain confidentiality and ensure we are meeting the necessary goals/target of the office.

Key Competencies

• Monitor schedule (Patient flow, correct apt. times, seat patients)
• Periodic assistance for room turnover & instrument sterilization
• Address minor patient complaints
• Coordinate hygiene exams to assist doctors in completing these in a timely manner.
• Ensure communication with patients and front desk when running behind schedule to mitigate patient dissatisfaction.
• Support clinical staff with creating, editing, and proper use of treatment plan in practice management software (PMS).
• Support clinical staff with insurance and account balance/billing questions
• Support staff with pricing questions For example, $99 specials, pan at $50, implant special, etc.
• Support and back-up for insurance verification (PTO coverage, same day LOE walk-in's)
• Provide training and direction to front desk personnel in PMS, closing, check-out, Finance plans, etc.
• Oversee proper balancing and close out of front desk daily
• Ensure lab cases are tracked prior to any necessary appointments and tracked in a practice management system.
• Ordering office supplies (Staples, coffee), and assist with review of clinical order invoices for approval
• Bank deposits or running necessary errands per direction of OM.
• Manage mail checks – review for accuracy & scan for collection person to post.
• Assist with posting of mail checks per OM discretion

Qualifications

To successfully perform the job responsibilities for the position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required but are not necessarily all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential requirements.

Essential Requirements

• Ability to use technology
• Strong communication skills
• Ability to influence without having direct authority
• Outstanding organization & time management skills
• Outgoing, approachable personality
• High level of customer service
• Ability to manage priorities
• Ability to escalate issues to Office Manager immediately when needing assistance
• Ability to demonstrate independent thinking as well as a teamwork approach to job responsibilities
• Ability to be self-directed
• Ability to train others
• Ability to manage difficult situations
• Experience working in a fast-paced environment
• Must be positive and adaptable to change
• Receptive to feedback
• Experience in front desk (dental)

Language and Reasoning Abilities

• Has excellent telephone techniques and can communicate clearly with patients, customers, clients, and team members in person and on phone conversations