Office Manager in Training

Overview

Dental Care Alliance's mission is to advance the practice of dentistry by partnering with and supporting dental professionals to create a lifetime of healthy smiles. Headquartered in Sarasota, Florida, DCA currently supports over 400 allied practices and supports over 900 dentists across 23 states. DCA's allied practices represent all dental specialties and treat patients under more than 150 brand names.

Dental Care Alliance is currently seeking a Military Skillbridge Fellow to train and study with the ultimate goal of transitioning to a civilian career with Dental Care Alliance as an internal full time Office Manager to support and lead dental practice(s).

The ideal candidate has experience working in a military clinic, dental practice, surgical unit, hospital, or other healthcare facility and has operational leadership typically assumed by a E-5 enlisted rank or higher, Warrant Officer, or junior Commissioned Officer.

This Military Skillbridge Fellowship on the job training program is a minimum of 12 weeks, the ideal candidate has 12+ weeks available for a Military Skillbridge Fellowship. This fellowship can be obtained via Hiring our Heroes, or Dental Care Alliance is capable of designing a program specified for longer fellowships for approval by the prospective Fellow's Commanding Officer.

Position Summary:

In this role, the Oversee the Military Skillbridge Fellow will lead and develop skills to support and lead daily operations of the dental office by managing employee and patient relations and achieving operational goals.

In the comprehensive on the job training provided in a multi-site dental practice environment by the Regional Manager and other stakeholders for the Military Skillbridge Fellow will prepare the prospective future teammate to be accountable for office profit & loss by managing patient scheduling, staff productivity, collections and receivables, and miscellaneous operating expenses. Stimulate new patient growth by supporting sales, marketing and promotional programs, financial report review, bank deposits, revenue posting, and review and approval of employee time cards. Work closely with the doctors and hygienists to obtain the office goals. Able to understand and adapt to change management initiatives.

Responsibilities

Principal Duties and Responsibilities of a Office Manager (Essential Functions**):

• Achieve revenue goals by effectively coordinating and managing patient scheduling, staff productivity, collections and receivables, specialty referral process, and miscellaneous operating expenses daily.
• Manage office within budget guidelines to include clerical and auxiliary supply purchases, equipment upgrades, laboratory, and labor costs.
• Identity business development initiatives daily and execute accordingly to stimulate new patient growth. Support sales, marketing, and promotional programs.
• Maintain open lines of communication with the Regional Manager as to the daily operations of the practice and support the Regional Manager in maintaining accurate staff levels in the
• Recruit, hire and develop office employees; identify those capable of exceptional
• Directly supervise office employees and proactively manage their performance and development, including but not limited to performance feedback, appraisals, engagement initiatives, and corrective actions, as needed.
• Maintain all operational offices records, such as employee personnel records, in accordance with regulatory guidelines, and coordinate personnel changes in a timely manner to the Support Center
• Communicate with employees regularly to ensure they have the information, tools, and support needed to perform their job effectively and successfully.
• Including, but not limited to, information sent from the Support Center
• Complete administrative tasks, such as flash report review, bank deposits, revenue posting, staff payroll and bonus, accounts receivable reports and invoice processing correctly and within deadline.
  • Including, but not limited to:
  • Balancing daily production sheets on a daily basis
  • Making bank deposits daily - cash (and check) transactions, deposits and security are the sole responsibility of the office manager.
  • Missing cash and deposit discrepancies are a serious issue and are to be reported to the Regional Manager immediately when discovered.
• Maintain patient data to include required regulatory chart documents, personal information, treatment consultation documentation, account history transactions, and electronic QSI data.
• Manage and assist designated office employees with appropriate payment and insurance processes, manage AR billing as assigned.
• Ensure facility and equipment cleanliness, and safety and reports and/or correct hazards when necessary in compliance with all state and federal regulations, including OSHA.
• Ensure flawless execution of operational standards, including compliance with established company policies, procedures, and government regulations.
• Respond to doctor, patient, and employee grievances, complaints, and inquiries professionally and in a timely manner and seek assistance when necessary.
• Continually work towards building and sustaining a joined leadership work environment with doctors.
• Other duties as assigned.

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.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Competencies:

Initiative - The ability to assess and initiate things independently.

Leadership - Developing people to meet their career goals and the organization's goals. Places a high priority on developing others. Encourages people to accept developmental moves.

Time Management - the ability to plan and control how you spend the hours in your day to effectively accomplish your goals.

Develops Talent- Developing people to meet their career goals and the organization's goals. Places a high priority on developing others.

Decision Making - Making good and timely decisions that keep the organization moving forward. Makes sound decisions, even in the absence of complete information. Considers all relevant factors and uses appropriate decision-making criteria and principles.

Communication Proficiency - Organizes and expresses ideas clearly. Uses appropriate and efficient methods for conveying information. Provides timely, accurate information so that others can make appropriate decisions.

Organization Skills - the ability to use time, energy and resources effectively to meet deadlines, work independently, plan for future projects and achieve goals.

Qualifications

Education & Qualifications/Training:

Education:

• Meets criteria to enter Skillbridge Fellowship via Hiring our Heroes or approved by command
• Honorable Discharge from the Department of Defense following successful completion of military obligations and service
• High school diploma or equivalent required
• Minimum two (2) years of previous experience within a healthcare

Qualifications/Training:

• Experience in a fast-paced environment
• Ability to prioritize and execute tasks
• Experience with meeting time sensitive deadlines, continuous improvement initiatives and relevant software applications

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.**

Legal Disclaimer:
We comply with all minimum wage laws as applicable. All benefits are subject to potential vesting and eligibility requirements.

The company is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ancestry, color, age, national origin, ethnicity, religious creed or belief, physical or mental disability, marital or familial status, legally protected medical condition, genetic information, military or veteran status, sex, gender, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

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