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Dental Practice Manager

4 months ago

Avondale, United States JCHCC dba Inclusivcare Full time
GENERAL SUMMARY OF DUTIES: Under the direction of the COO, the Dental Office Manager will work closely with the senior management team to lead and oversee the dental front desk PSS staff and patient registration procedures, patient scheduling, and the day-to-day operations of the health center's dental practice to ensure that patient volume, practice site efficiencies, compliance, and patient satisfaction objectives are met.

SUPERVISION EXERCISED: Will supervise the Dental Patient Support Staff (PSS).

ESSENTIAL FUNCTIONS:
  • Dental Practice Revenue Cycle Management
  • Assist the Chief Operating Officer and the Chief Dental Officer in planning, organizing, staffing, managing and controlling the operations of the dental practice
  • Assist the Chief Operating Officer in the development and execution of JCHCC's call center for dental patients
  • Supervise and monitor all dental patient support personnel (PSS).
  • Engage and motivate staff to perform their duties to the best of their abilities.
  • Proficient in Medical and dental Electronic Health Record (EHR) systems.
  • Lead and provide ongoing training opportunities and support to the dental PSS staff.
  • Oversee the dental front desk and patient registration data collection process ensuring integrity and accuracy.
  • In Coordination with the COO, monitor and ensure that PSS staffing levels are in line with budget and utilized adequately.
  • Ensure that dental patient billing information is processed and forwarded to the corporate office in a timely manner;
  • Ensure that all fees are collected, safely stored and deposited as per policy.
  • Ensure that the dental schedules are optimized, and patients are notified regarding scheduled appointment
  • Ensure facilities are operating efficiently at all times.
  • Participate in organizational and community activities that promote the dental practice.
  • Monitor and ensure that all clinic expenses are approved and aligned with budget guidelines.
  • Ensure compliance with all policies and procedures; and ensure the center operates in accordance with HRSA, state, and federal regulations, and all regulatory authorities which include: Joint Commission.
  • Follow, monitor, and ensure compliance with administrative policy and procedure.
  • Perform bi-weekly quality assurance audits and review patient and registration data.
  • Ensure the proper safeguarding and maintenance of all patient records/charts.
  • Maintain, monitor, and account for cash inside change drawers.
  • Prepare all mandatory reports accurately and in a timely manner.
  • Execute customer service campaigns and find innovative ways to increase the number of patients completing patient satisfaction surveys.
  • Solicit, record, review, and implement suggestions for improving clinic flow procedures.
  • Establish optimal appointment schedules and maintain smooth patient flow.
  • Ensure timely end of day processes.
  • Coordinate with the clinic site managers and providers to maximize productivity and efficiency.
  • Ensure HIPAA compliance and patient confidentiality.
  • Prepare detailed work tasks/definitions, schedules, and performance tracking of all business activities to realize operational improvements.
  • Other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Understanding of clinic operations and the revenue generation cycle process.
  • Knowledge of dental billing.
  • Excellent customer service and supervisory skills.
  • Ability to maintain a high level of confidentiality.
  • High level of interpersonal skills to handle sensitive and confidential situations and documentation.
  • Ability to handle and prioritize multiple projects.
  • Excellent telephone and oral communication skills.
  • Attention to detail in composing, typing and proofreading materials; establishing priorities; and meeting deadlines.
  • Proficiency in or knowledge of using a variety of computer software applications, especially Microsoft Word, Excel and PowerPoint and the ability to learn new EHR systems.
  • Knowledge of computer software, hardware and drives.
  • Knowledge of office administration procedures and clerical duties.
  • Ability to operate most standard office equipment.
  • Good to excellent spelling, grammar and written communication skills.

EDUCATION/EXPERIENCE: Bachelor's Degree from a four-year college or university in Health Administration or related field; or a minimum of three (3) years of job-related experience, preferably in an out-patient clinic environment with the responsibility of managing clinic operations and overseeing patient registration procedures.

PHYSICAL DEMANDS: This role requires the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. This position requires the ability to occasionally lift office products and supplies up to 20 pounds.

The physical requirement and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions with proper medical documentation/clearance, if applicable.

WORK ENVIRONMENT: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually moderate. Traveling to each clinic location will be required.

The position also requires being "on call" which includes flexible hours (early morning, late nights, and weekends) due to be the supervisor for PSS staff at multiple site locations.

This job description includes the major duties and responsibilities of the job but is not inclusive of every task inherent in the job. In addition, it may be occasionally necessary for employees to be assigned tasks not specifically covered by their permanent assignment. Employees will be expected to comply with reasonable requests from their supervisor.