Practice Office Manager

PURPOSE OF THE JOB:
We are seeking a highly skilled and professional Dental Practice Office Manager to lead and coordinate administrative duties and office procedures. This role is pivotal in creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. The Dental Practice Office Manager will play a crucial role in the seamless operation of our practice, fostering a culture of excellence and patient-centered care.

RESPONSIBILITIES:

• Respond efficiently to patient and doctor needs and inquiries, ensuring exceptional service delivery.
• Ensure the delivery of quality dental care to patients by upholding the highest standards of practice.
• Resolve patient issues in accordance with company policies, healthcare regulations, and dental board standards.
• Manage patient scheduling and direct patient traffic flow to optimize clinic operations.
• Ensure treatment plans are given to patients with clarity and professionalism.
• Ensure that financial arrangements to patients, ensuring transparency and understanding.
• Arrange payment schedules with patients, facilitating smooth financial transactions.
• Oversee the processing of dental claims, ensuring accuracy and timely submission.
• Coordinate with dental insurance companies to ensure claims are paid promptly.
• Manage the specialist referral process, ensuring seamless patient transitions.
• Recruit and select office staff to meet operational requirements, fostering a talented and dedicated team.
• Train, develop, and performance manage staff to meet and exceed performance standards.
• Determine staff schedules and ensure operational standards are consistently met.
• Manage employee relations, ensuring staff have the necessary resources and support to excel.
• Monitor and maintain the office budget, ensuring financial efficiency and accountability.
• Organize and oversee supply purchases, equipment upgrades, and operational expenses.
• Ensure complete administrative functions including bank deposits, revenue posting, staff payroll, and invoice processing.
• Oversee collections and accounts receivable, ensuring financial integrity.
• Write business correspondence and reports, maintaining clear and professional communication.
• Run and analyze management reports to inform strategic decision-making.
• Support marketing and promotion initiatives to enhance the practice's visibility and patient engagement.
• Maintain patient data according to regulations and company policies, ensuring confidentiality and security.
• Ensure that records are stored securely and in compliance with privacy and security regulations.
• Take responsibility for the appearance and functionality of the office, maintaining a welcoming and efficient environment.
• Ensure facilities and equipment in accordance with hygiene and safety regulations, including OSHA standards.

MINIMUM REQUIREMENTS:

• Associate’s degree preferred.
• Three (3) years of management or supervisory experience in healthcare.
• Knowledge of dental terminology and office procedures.
• Knowledge of accounting and administrative principles and procedures.
• Knowledge of insurance plans and claims processing.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.

NICE TO HAVES:

• Bachelor’s Degree
• Familiarity with dental software and scheduling systems.
• Additional certifications or training in office management or healthcare administration