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Assistant Office Manager

5 months ago

Norman, United States Dental Depot Full time
Position Summary

The Assistant Dental Office Manager is a friendly, well organized, growth-oriented multi-tasker who is able to positively motivate a dental team of Doctors, Hygienists, Front Office and Ortho Assistants. Under limited supervision, the Assistant Manager is accountable for working with the Ortho Dental Office Manager to ensure the successful operation of the dental office as a business unit. This includes managing office staff, ensuring compliance with guidelines approved, issued and regulated by the state and the corporate office. The Ortho Assistant Office Manager maximizes office revenue and provides excellent patient service.

Essential Functions

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.
• Direct, supervise and evaluate work activities, including management of the dental office personnel. Keeps Office Manager informed of any office issues. Assists Office Manager in managing overtime or misuse of time clock.
• Maintain communication between the Office Manager and the dental team of Doctors, Hygienists, Front Office and Dental Assistants and attending interoffice meetings and coordinate interdepartmental functioning.
• Review and analyze facility activities and data to aid planning financial and risk management and to improve service utilization. Assists with the Manager Audit Worksheet:
• Review and assess Scheduling Institute procedures in office. Assign role-play call times for each week and counsel on all deviations from SI training
• Review Quick Fill Logs to ensure that all missed/failed appointments have received calls and notes in account by end of day Friday
• Listen to Marchex phone calls with Dental Office Manager
• Audit ClaimsX Denial Report
• Take bank deposits occasionally.
• Attend Quarterly Manager training.
• Balance day sheets and close the office at least one night per week.
• Assist with planning, implementation and administration of programs and services in a busy dental office, including personnel administration, training, and coordination of dental staff.
• Respond to patient and staff inquiries and complaints. Solicit patient feedback to improve service and actively participate in the achievement of patient satisfaction.
• Prepare activity reports to inform management of the status and implementation plans of programs, services, and quality initiatives. Prepare and file monthly reports with the Corporate Office.
• Establish work schedules and assignments for staff, according to workload, space and equipment availability.
• Enforce dress code and cell phone policies.
• Inspect facilities and recommend building maintenance to ensure emergency readiness and compliance to access, safety, and sanitation regulations (OSHA).
• Monitor the use of diagnostic services, patient care services, facilities, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.
• Maintain regular and reliable attendance

Skills & Abilities

Education: High School Graduate or General Education Degree (GED): Required

Experience: 1 plus years of experience in management or dental office experience.

Certifications & Licenses: Must receive Certification through Scheduling Institute within 30 days of acquiring position, if not already certified.

Computer Skills: Dental Software knowledge (Eaglesoft knowledge preferred, but not required.) All Microsoft Office products, preferred but not required.

Other Requirements: Excellent Communication Skills Strong Customer Service Skills Proficiency in Patient and Insurance Accounts Receivable or Treatment Planning and Fee Presentation Professional work conduct and appearance Works Tuesday-Saturday Available to transfer at other Dental Depot locations when necessary. Must have a valid driver's license, proof of valid vehicle insurance and must have annual Motor Vehicle Record Check, as a condition of employment if employee operates any Company owned vehicles or drives their own personal vehicle for Company business purposes. Must have knowledge of CDT Codes and pass the bi-annual Dental Depot CDT codes test.

Position Qualifications
• Customer Oriented - Ability to take care of the customers' needs while following company procedures.
• Management Skills - Ability to organize and direct oneself and effectively supervise others.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions.
• Motivation - Ability to inspire oneself and others to reach a goal and/or perform to the best of their ability.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Self-Motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her own drive or initiative.
• Decision Making - Ability to make critical decisions while following company procedures.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Delegating Responsibility - Ability to allocate authority and/or task responsibility to appropriate people.
• Training - Ability to develop a particular skill in others to bring them up to a predetermined standard of work performance.
• Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea.
• Presentation Skills - Ability to effectively present information publicly.
• Conceptual Thinking - Ability to think in terms of abstract ideas.
• Conflict Resolution - Ability to deal with others in an antagonistic situation.
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Self-Confident - The trait of being comfortable in making decisions for oneself.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Team Builder - Ability to convince a group of people to work toward a goal.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.
• Responsible - Ability to be held accountable or answerable for one's conduct.