Integrated Practice Administrator

Job Title:

Integrated Practice Administrator

Reports to:

President

FLSA Status:

Nonexempt

Position Summary :

The Integrated Practice Administrator (IPA) is a dynamic and versatile employee responsible for overseeing the clinical, administrative, and operational functions of the satellite office locations of Columbia Dental. This role combines operational duties with hands-on support at the front desk and chairside, ensuring high standards of care, compliance, and patient experience. The IPA plays a crucial role in maintaining workflow efficiency, staff coordination, and quality assurance across the practice.

General Duties & Responsibilities:

• Opening and/or closing office for business
• Greet and interact with patients in a professional, friendly and empathetic manner
• Collaborate with clinical leads to evaluate patient communication strategies (verbal, written, visual) and assess impact
• Interact with co-workers and staff in a professional, friendly and empathetic manner
• Deliver quality and compassionate care to every patient
• Implementing structure and organization to the operations of the office
• Overseeing all financial aspects of the office including but not limited to collecting of monies, daily submission of monies to bank/Corporate Office, and reconciliation of patient payments
• Take inventory of supplies and submit order requests to ensure office has equipment and tools needed to maintain operations
• Manage scheduling of office staff

• Develop treatment plans in collaboration with providers and present financial options to patients
• Handle high-volume phone activity and patient communications effectively
• Schedule and confirm appointments for doctors and hygienists
• Coordinate and verify patient insurance, billing, and payment collection using Oryx or similar software
• Conduct internal insurance documentation reviews to improve billing accuracy and coding practices
• Generate reports from Oryx or similar software
• Track and analyze appointment volume, chair utilization, and provider productivity using Oryx and Excel
• Monitor patient follow-up adherence and treatment plan acceptance trends across sites
• Analyze cancellation and no-show patterns to recommend data-driven scheduling strategies
• Support front-office performance tracking, including phone metrics, intake time, and insurance verification accuracy
• Coordinate preventive care recall campaigns and track engagement, response rates, and ROI
• Support ongoing patient satisfaction measurement and assist with data aggregation and reporting
• Assist in designing and monitoring appointment reminder systems to reduce no-shows
• Generate weekly and monthly KPI reports (collections, production, recall effectiveness, hygiene utilization) for leadership use
• Maintain timely and accurate patient records and data entry
• Manage general office duties including faxing, scanning, and documentation
• Guide parents of minors and patients through our processes before treatment
• Prepare patient for examination and treatment
• Sterilize or disinfect instruments, set up instrument trays, and prepare materials before appointments
• Maintain the cleanliness of their work space before and after each patient including sweeping, vacuuming, mopping and disposing of garbage
• Timely document patient information, treatment plans, and procedures in patient chart
• Assist with suctioning, holding retractors and suture cutting during surgical procedures
• Set up and breakdown the operatory post treatment, sterilize instruments
• Take accurate digital dental X-rays including panoramic and 3D cone beam
• Provide patient education, pre- and post-operative instructions
• Monitor and evaluate the quality of care and clinical protocols to ensure consistency and excellence
• Assists with basic dental laboratory tasks
• Implements Columbia Dental procedures and policies
• Participate in clinical huddles and operations planning meetings across locations to share insights and recommendations
• Create and maintain standardized SOPs for administrative and basic clinical support functions
• Familiar with office equipment and able to troubleshoot issues that may arise with the equipment
• Responsible for adhering to all government regulations including OSHA, HIPAA and company standards
• Supervises other employees
• Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
• Travel to other Columbia Dental locations to provide coverage when requested by President and superiors
• Other relevant duties and responsibilities as assigned

Qualifications & Skills:

• Excellent interpersonal communication skills
• Excellent organizational skills and detail oriented to effectively handle multiple tasks
• Demonstrates problem solving, conflict resolution, critical thinking, and positive communication through teamwork
• Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
• Able to work independently and provide leadership
• Self-motivated and takes initiative
• Skilled in using Oryx
• Able to pass background checks
• CPR is a plus

Education & Experience:

• Masters in Public Health, Healthcare Administration or related degree highly preferred
• DANB Radiation Health and Safety Certification
• DANB Infection Control Certification
• Previous work experience as a dentist, knowledge of dentistry, familiarity with dental procedures is required
• Education in dentistry including foreign trained dentists may be acceptable substitution for required experience

Physical Demands:

• Ability to be physically mobile (stand, walk, reach, climb, bend) and also the ability to stand for prolonged periods throughout the day/work hours when needed
• Manual dexterity sufficient to operate medical equipment, keyboard, copier, telephone, and the ability to write/type
• Must be able to lift and/or move up to 20 pounds occasionally

*Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Note: The organization reserves the right to change the responsibilities and duties of this or any position at any time due to business necessity, with or without notice. The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the sole duties and responsibilities required of any particular position within the organization. Employees may be required to perform job-related tasks other than those specifically listed on this job description. Columbia Dental is an equal opportunity employer.