Dental Office Manager

Job Title: Office Manager

Reports To: VP Operations

Status: Exempt

Evaluation Period: Annual with mid-year review

Purpose:

The Office Manager's primary responsibility is to work closely with the doctor(s) to establish, sustain, and lead a productive, efficient, stable, self-reliant, and happy team that consistently exceeds patient and company expectations. The Office Manager ensures that the best possible candidates are hired throughout the office. The Office Manager is to lead each staff member by encouraging teamwork and holding them accountable for their job performance and their contributions to the financial success of the practice. Office Managers are responsible for the financial result of the practice and are compensated accordingly. Office Managers are responsible for getting the staff and doctors to "believe" in the vision and mission of the Company. He/She is directly responsible for taking ownership and making strategic changes in the office to allow the patients to fully enjoy their experience.

Job Responsibilities:

Understand the business responsibilities and the key performance metrics for overseeing the office. Create a business mentality in yourself and your staff. Inspire them to take responsibility for the practice as if they were stakeholders. Show them what that means by your own example and attitude.

Participate in the hiring process and retain high quality talent ' ensure that hiring protocols are followed and that HR is involved in the process. Look to hire the best qualified candidates who are deemed to be the best "fit" possible for the practice and the organization.

Lead and develop the team to ensure the company's expectations are met while ensuring a "Servant Leadership" style of management.

Create and sustain open lines of communication among members of the team where each team member feels safe to speak out, make suggestions, help hold other team members accountable, and have their voice heard and respected.

Understand the key performance metrics that drive business results ' be able to forecast results and find creative ways to ensure budgets are met or exceeded each month.

Responsible for ensuring all practice data is recorded correctly, that days are closed out properly, that adequate support is present for work complete ' including clinical notes and billing matches work done.

Facilitate all communication and communicate daily addressing the expected accountabilities and provide support to each staff member and doctor.

Conduct weekly staff meetings to foster communication, provide updates, share

information, teach and continually challenge and develop our staff to be the best that they can be.

Continually build and nurture a positive working relationship with the doctor(s) 'conduct monthly doctor meetings to maintain company communications and allow doctors to address any concerns. Each Office Manager is the first point of contact for their doctor and should have a good feel for the doctor's needs. The Office Manager should actively work to address those needs and try to effect an acceptable resolution.

Continually spot check operational areas in the practice to ensure the highest levels of quality work are being attained.

Ensure that all staff is trained and knowledgeable on current processes, policies, and the completion of forms. Follow through on all projects until a successful completion. Be timely in meeting required deadlines. Hold self and others accountable for the

completion of projects, job duties and any other company deliverables as required.

As a leader in the organization, be supportive of company policies, procedures and ensure that they are being followed and the desired results are attained. Be sure that the practice is in compliance with regulatory requirements including HIPAA and OSHA as appropriate.

Performance management of the team- work closely with HR to develop action plans with staff and doctors to ensure behavior, attitudes, job expectations and performance standards are being met and exceeded. Consult with HR prior to presenting any performance improvement plans or corrective action/warning documents to employees.

Embrace change ' be supportive of company initiatives, projects, or new ways of doing things. Act as a change agent ' help others to be comfortable with continuous change and adapt accordingly.

Understand how to work effectively within the Company, partnering with the doctor(s), HR, Scheduling, and other departments to maintain consistency and integrity within the organization.

Lead by example, teaching ethics, enthusiasm, timeliness, respect and treat others like you would want to be treated.

Budget Responsibilities:

Meet and exceed assigned practice budgets on a monthly basis in the following areas:

• Production
• Expense
• Payroll

Expected Results and Measures:

The Office Manager is expected to conduct himself/herself with a high degree of professionalism in all work assignments and related duties. The Office Manager, as leader, will evaluate the staff's performance on a daily basis and conduct a formal evaluation once a year. The Office Manager will be held responsible for his/her performance pursuant to the duties outlined in this job description and in the performance of other duties that may be assigned over each period of evaluations. Each Office Manager will be evaluated on their attitude, ability to advocate change, ability to establish and maintain a competent and motivated team, and by practice results. Each Office Manager will need to continue to improve performance consistently. Additionally, the Office Manager will be required to follow the rules and regulations as set forth by the Company's Employee Handbook (being revised) and other Company publications.

Education & Experience:

Minimum of high school degree or equivalent. College degree preferred but not required. Experience working in a professional environment or being in a leadership position with direct customer contact desired. Dental or similar medical experience is a major plus.

Specific Skills:

Strong interpersonal and relationship building skills ' must be able to establish and maintain positive working relationships. Communication ' must be able to communicate effectively in writing as well as verbally to all levels of staff and management. Must be able to project a capable and professional image ' one that is reflective of the Company's values. Must possess excellent organizational skills, be able to multi-task and meet deliverables on a timely basis. Must have PC facility and able to learn and successfully use new programs as required. Computer proficiency on Windows, Office, Excel spreadsheet experience, general office equipment abilities. Opportunities for incentives and bonuses of up to 5% of compensation available.

Independent Action:

Ability to exercise a high degree of independent decision making with sound judgment with little or no direct supervision.

Contact with Others:

Must be able to work well with staff, doctors, patients, colleagues, other company representatives and vendors.

Travel:

Trips to company meetings and training meetings will be required as the needs of the company dictate.

Additional Duties:

Additional duties to be assigned as necessary to achieve the company standards and goals as efficiently as possible.