Dental Office Manager
4 weeks ago
The Office Manager oversees the daily operations, staffing, and finances of the practice to ensure fundamental systems and protocols are in place and functioning effectively to reach practice goals. This individual is responsible for overseeing the development of the staff, the financial health of the company, as well as community outreach and marketing. Generally, the Office Manager will be responsible for implementing and monitoring the standards and systems as set by the CEO or Practice owner. Other duties include facilities management, goal setting with the practice owners, and assuring the overall patient satisfaction and good will of the practice.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
- Sitting, standing, and walking for long periods.
- Moderate noise levels from dental and other office equipment.
- Hand dexterity and typing skills to work with standard software programs provided.
- Good mathematical aptitude in order to prepare and interpret financial and productivity reports.
- Excellent interpersonal skills to communicate and lead a team effectively.
- Near Vision - the ability to see details at close range (within a few feet) as required for computer software programs and the observation of subordinates’ work quality.
- Excellent communication skills - Talking and writing to others to convey information.
- Organizational Skills—the ability to create systems and order, break large goals down into achievable tasks
- Stress Management—the ability to maintain productivity and professionalism in fast-paced environment
- and stressful situations.
- Good reading comprehension—understanding written sentences and paragraphs in work related documents.
- Flexibility and willingness to cover any shifts/hours or location.
RESPONSIBILITIES:
- Management of Personnel Resources: Hire, motivate, develop, and direct people as they work, identifying the best people for the job, and issuing discipline and termination when necessary.
- Plan for staffing needs, recruit and interview candidates, conduct background checks, hire new employees, and develop employee retention and engagement.
- Maintain professional work environment.
- On board new employees, conduct orientation sessions, relay the vision of the practice, and arrange on-the-job training for new hires.
- Analyze training needs to develop new training programs or modify and improve existing programs; Conduct or arrange for ongoing training and CE classes for staff members.
- Monitors patient flow and staff allocation to meet patient needs, maximize doctor’s time.
- Coordinate absences and time off requests.
- Supervises front and back office staff, resolves any clinical-administrative problems, and develops measurable performance objectives for the team.
- Observe and evaluate workers' performance and appearance to ensure quality service and compliance with policies. Issue corrective coaching, oral and written, as appropriate to communicate practice standards and protect the practice from liability.
- Act as liaison between staff and owners in development of policy and communication among the team.
- Consult with HR Support and Payroll Services as needed to ensure compliant HR practices.
- Schedule and lead any department meetings.
- Keep accurate personnel records in compliance with applicable law, and as needed to protect practice interests.
- Represent the practice in responding to government agencies.
- Prepare, monitor, and track operational reports and key vitals of the company to ensure accuracy and efficiency.
- Accurately maintains and analyzes financial reports, P&L performance, and achieves practice financial goals.
- Analyze internal processes, monitors competitor’s innovations, and recommends and implements procedural or policy changes to improve operations and control costs.
- Acquire, distribute and store supplies, or supervise another to do so.
- Monitor the facilities to ensure that it remains safe, secure, and well-maintained.
- Oversees billing and collection processes.
- Analyzes financial impact of changes in clinical activities and forecasts actual revenue, net income,
and expenditures versus approved budget. - Inspect work areas and operating equipment to ensure conformance to established standards in areas
such as cleanliness and maintenance. - Supervises patient recordkeeping and HIPAA compliance.
- Develops and monitors effectiveness of marketing campaigns.
- Oversees IT systems, uses and effectively monitors usage of practice management and patient record software.
- Oversees systems for patient retention, follow-ups, and new patient acquisition.
- Ensures optimal patient care, monitors patient satisfaction and resolves complaints.
- Informs owners of current trends, issues, pertinent issues to facilitate policy making.
- Represent the practice in a professional, pleasant, and cooperative manner.
- Contributes to the development of the practice’s mission and strategic vision.
- Acts as main point of contact for community outreach efforts.
- Clearly and respectfully communicates with practice owner(s) to develop, implement and monitor effective programs.
- Maintains regular, consistent and punctual attendance in accordance with assigned schedule and time off policies.
- Must be able to comfortably and efficiently handle multiple deadlines and task assignments for self and subordinates.
- Must be able to work both independently and cooperatively in team settings.
- Time Management—excels at directing own time and the time of others.
- Active Listening—giving full attention to what other people are saying, taking time to understand the points
being made, asking questions as appropriate, and not interrupting at inappropriate times. - Leadership and Guidance—ability to lead effectively.
- Judgment and Decision Making—able to evaluate the relative costs and benefits of potential actions
and decisions within purview and to choose the most appropriate one. - Responds creatively and constructively with solutions to problems.
- Maintains the highest level of confidentiality and adherence to HIPAA standards.
- Adherence to strict safety guidelines and procedures to OSHA and office standards.
- Flexibility and willingness to perform duties of others in their absence.
- Occasional travel, by car or plane, required in order to participate in continuing education or seminars.
- Minimum two years of experience in a dental office setting.
- Preferred 3-5 years of managerial experience in dental office setting.
- Knowledge of billing codes and understanding of insurance plans a plus.
SPECIAL REQUIREMENTS:
- Job offer may be contingent upon successful completion of a background check, including credit check due to access to financials of the company.
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