Administrative Operations Coordinator

2 weeks ago

Auburn, California, United States Mosaic Dental Collective Full time
Job Overview

Mosaic Dental Collective is seeking an Office Manager to enhance our operational efficiency and service quality. The Office Manager is pivotal in ensuring that our practice runs smoothly, focusing on patient care and satisfaction. This role involves fostering collaboration between the front office and clinical teams to create a welcoming environment for our patients.

Key Responsibilities

Team Leadership: Manage the office personnel, including recruitment, training, monitoring work hours, approving timesheets, and ensuring adherence to training and licensing requirements.

Operational Oversight: Coordinate daily office activities, manage staff schedules, conduct regular team meetings, and make necessary adjustments to support healthcare providers and maintain a seamless office workflow.

Patient Experience and Financial Management: Ensure high levels of patient satisfaction, optimize scheduling processes, oversee collections and accounts receivable, drive revenue growth, and manage controllable expenses effectively.

Regulatory Compliance: Act as an expert in insurance matters, manage revenue cycle operations, and ensure compliance with cash handling, OSHA, and HIPAA regulations.

Workplace Culture: Promote a positive office atmosphere through coaching, mentoring, and promptly addressing employee relations issues.

Compliance and Reporting: Ensure adherence to company policies and procedures, manage production optimization, and maintain positive patient interactions.

Support Functions: Provide backup for front office duties, manage patient appointments, handle incoming calls, and process payments as needed.

Qualifications

Performance Metrics:

  • Profit & Loss performance (meeting or exceeding office budget)
  • Net production levels
  • Case acceptance rates
  • Collection percentages
  • Utilization of facilities and staff
  • Growth indicators such as new patient acquisition and retention

Supervisory Role: Oversee all non-clinical staff, reporting directly to the Regional Manager.

Education and Experience: A High School diploma or GED is required; a Bachelor's degree is preferred. A minimum of three years of supervisory or management experience is necessary, ideally within the healthcare or dental sector.

Skills and Competencies: Successful candidates will demonstrate effective teamwork, leadership capabilities, independent work skills, strong organizational abilities, and excellent communication skills.

Language Proficiency: Proficiency in English for reading, writing, and verbal communication is essential, including the ability to understand documents and engage in business discussions.

Problem-Solving Skills: Ability to address practical problems, interpret instructions, and make informed decisions based on data and facts.

Legal Requirements: Must be legally employable in the U.S.

Work Environment: This position is based in an office setting and may require travel to other dental locations. Typical office equipment will be utilized.

Physical Requirements: The role involves walking, standing, sitting, bending, and the use of hands and eyes. Reasonable accommodations may be made for individuals with disabilities.

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