Practice Manager

Job Details Location: Sparks, NV 89431. Position Type: Full Time. Elevated Orthodontics, a specialty brand within Juniper Services, a growing multi‑state dental support organization (DSO), is seeking a high‑caliber Practice Manager to lead operations across two Reno‑area orthodontic locations. This senior‑level, hands‑on role extends well beyond traditional office management; the ideal candidate will serve as the operational backbone of both sites — directing clinical‑adjacent workflows, driving case acceptance performance, managing treatment financial contracts, owning compliance, and developing a high‑performing team. You will partner directly with the Director of Operations and the orthodontist(s) to optimize production, collections, and the overall patient journey from first call to treatment completion. This role demands fluency across three distinct domains: operational leadership, treatment coordination strategy, and financial/contract management. Responsibilities Multi‑Site Operations Management Serve as the primary operational point of contact across both orthodontic locations, ensuring seamless daily workflow and consistent patient experience. Develop and maintain SOPs for front office and clinical‑adjacent processes; enforce standardization across both sites. Manage provider and staff scheduling to optimize chair time, minimize downtime, and balance patient volume across locations. Oversee supply chain management including orthodontic materials, aligner tracking, and equipment maintenance coordination. Ensure physical facility readiness and expedite maintenance concerns promptly. Act as the internal liaison between the orthodontist(s), clinical team, and DSO support leadership. Treatment Coordination & Case Acceptance Own the new patient consultation workflow from initial inquiry through exam completion and treatment start. Train, coach, and hold accountable the treatment coordinators (TCs) at both locations on effective case presentation, insurance communication, and financial discussion. Monitor and actively improve the exam‑to‑start conversion rate, targeting 65–75% or above in alignment with industry benchmarks. Maintain tracking of observation patients, ensuring timely follow‑up and appropriate conversion strategies. Ensure patients receive a clear, empathetic explanation of their orthodontic treatment plan and understand all financial obligations prior to signing contracts. Oversee the presentation of treatment options — braces, clear aligners, Phase I/Phase II, limited treatment — with cultural sensitivity and in plain language. Review and improve scripts, consultation materials, and visual aids used during new patient exams. Collaborate with the orthodontist to streamline the doctor exam portion of new patient consultations for efficiency and high acceptance. Financial Management & Treatment Contracts Ensure all treatment contracts are executed accurately with correct fee capture, insurance coordination of benefits (COB), and patient financial responsibility breakdowns. Oversee patient financing arrangements including in‑house payment plans, third‑party financing (e.g., CareCredit, Lending Club), and insurance‑based billing. Monitor accounts receivable aging across both locations; implement proactive collections protocols and escalate delinquent accounts per DSO policy. Manage the end‑of‑month production and collections reconciliation; submit accurate reports to the Director of Operations. Verify that insurance eligibility checks and pre‑authorizations are completed prior to treatment starts. Identify and correct billing errors, unapplied payments, and contract discrepancies in the practice management system. Track orthodontic contracts receivable (target: 40–50% of total collections) and flag anomalies to leadership. Support financial counseling conversations with patients, offering flexible options while protecting practice financial health. Team Leadership & Development Recruit, interview, onboard, and train all front office and treatment coordination staff across both sites. Conduct regular one‑on‑ones, performance reviews, and corrective action documentation as needed. Lead daily or weekly huddles to align both teams on production goals, scheduling targets, and patient flow priorities. Foster a collaborative, mission‑driven team culture that reflects the Elevated Orthodontics brand. Identify training needs and coordinate skill development opportunities, including treatment coordination certifications and customer service coaching. Manage time‑off requests, attendance tracking, and coordinate cross‑site coverage when needed. Regulatory Compliance & Risk Management Maintain current OSHA, HIPAA, and Nevada State Dental Board compliance across both locations. Ensure staff complete required training certifications on schedule; maintain compliance documentation. Conduct periodic internal audits of patient records, consent forms, and billing practices. Coordinate with the DSO’s compliance and HR teams on policy updates, investigations, and regulatory reporting. Performance Analytics & Reporting Track and report weekly/monthly KPIs to the Director of Operations including: New patient consultation volume and source tracking Exam‑to‑start conversion rate (target: 65–75%+) Monthly treatment starts and case mix (braces vs. aligners, Phase I/II) Production and collections by location and provider Contracts receivable aging and collection rate No‑show and cancellation rates by appointment type Revenue per chair hour and average case fee Use practice management software reporting tools to generate accurate, timely dashboards. Proactively surface performance trends and recommend corrective actions before issues escalates. Compensation & Benefits Competitive base salary aligned with multi‑site DSO practice management roles in the Reno, NV market. Performance‑based bonus tied to KPI achievement. Medical, dental, and vision insurance. Health insurance. Life insurance. Paid time off and paid holidays. Supplemental paid time off (as applicable). Referral program. Complimentary/discounted orthodontic treatment for eligible team members and immediate family. Professional development support including continuing education and certification opportunities. Opportunities for growth within the DSO as the organization scales. 401(k) plan. 401(k) matching. Qualifications Minimum 3–5 years of dental or orthodontic practice management experience; multi‑site experience strongly preferred. Demonstrated experience in treatment coordination or practice‑based case acceptance coaching. Hands‑on knowledge of financial contract setup, patient payment plans, and insurance COB in an orthodontic or dental environment. Proficiency in dental/orthodontic practice management software (Cloud9, orthodontic‑specific EHR, or similar; CareStack familiarity a plus). Proven ability to manage, coach, and develop a team of 5–15 staff across multiple sites. Strong financial acumen: able to read production/collections reports, identify variances, and take corrective action. Working knowledge of OSHA, HIPAA, and Nevada State Dental Board regulatory requirements. Exceptional communication skills — written, verbal, and interpersonal — across patients, clinical staff, and DSO leadership. Preferred Qualifications Bachelor's degree in healthcare administration, business, or a related field. Experience working within a DSO or multi‑specialty dental group. Familiarity with third‑party orthodontic financing platforms (CareCredit, Lending Club, Prosper, etc.). Track record of achieving exam‑to‑start conversion rates at or above 65%. Exposure to Gaidge Analytics, Tops, or other orthodontic‑specific analytics platforms. CPR certification (or willingness to obtain within 60 days of hire). Bilingual (English/Spanish) a plus given patient population. We are an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, religion, color, gender, sexual orientation, national origin, marital status, medical condition or disability, or any other status protected by law. #J-18808-Ljbffr