Assistant Office Manager

2 months ago

Naperville, United States myOrthos Full time

myOrthos and Pasha Orthodontics are looking for an Assistant Office Manager. The Assistant Office Manager is responsible for specific administrative duties in a practice. This individual is responsible for helping the Office Manager in overseeing the staff, the financial health of the practice, community outreach, and in practice marketing initiatives.

**Responsibilities**:

- Provide a motivational environment by encouraging and supporting individual growth and development towards superior
- teamwork and greater success.
- Make use of Daily, Weekly and Monthly reporting to understand business needs and strive for excellence.
- Ensure highly productive and accurate scheduling of patients for all providers.
- Ensure all providers enter progress/clinical notes on a daily basis.
- Ensure all “Over the Counter” balances are collected at time of service.
- Address all patient AR related items. Including sending accounts to collections.
- Consistently and fairly administer all practice policies as outlined in Core Policies.
- Use discretion in confidential management and/or employer-employee relations matters.
- Effectively manage employee’s own time and workspace to accomplish individual and practice objectives.
- Accurately maintain patient ledgers of the practice.
- Be the primary treatment coordinator (see treatment coordinator job description)
- Assist to Oversee the overall functionality of the Practice (includes but not limited to):

- Working in the Saturday rotation (where Practices are open on Saturdays)
- Ensuring all checks are scanned daily and all cash is deposited daily (unless otherwise agreed upon)
- Other duties as assigned.

**Essential Functions**:

- Responsible to Assist in developing and driving the Practice culture in a positive and collaborative manner.
- Represent the practice in a professional, pleasant, and cooperative manner.
- Maintain regular, consistent, and punctual attendance in accordance with assigned schedule and time off policies.
- Must be able to handle multiple deadlines and task assignments comfortably and efficiently for self and subordinates.
- Must be able to work both independently and cooperatively in team settings.
- Monitor patient flow and staff allocation to meet patient needs and maximize doctor time.
- Oversees patient balance collection processes.
- Ensures optimal patient care, monitors patient satisfaction, and resolves complaints.

**Other Essential Qualifications**:

- Time Management - Excels at directing one's 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.
- 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.
- Maintains the highest level of confidentiality and adherence to HIPAA standards.
- Adheres to strict safety guidelines and procedures to OSHA and Practice standards.
- Flexible and willing to perform duties of others in their absence.

**Education and/or Work Experience Requirements**:

- Bachelor's degree. Comparable experience may be considered to substitute for all or part of the required education at management’s sole discretion.
- 3-5 years of managerial experience in medical or dental practice setting.
- 1-2 years managerial experience in dental preferred.
- Bilingual (English/Spanish) preferred

**Benefits**:

- Medical, Dental, and Vision insurance
- 401(k) with employer match
- Paid Time Off
- Paid Holidays
- Paid Parental Leave
- Employee Assistance Program
- Flexible Spending Account (FSA), Dependent Care Account (DCA), Health Savings Account (HSA), and Health Reimbursement Account (HRA)
- Candidly: Student Debt and Savings Optimization

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