Job Type

Full-time
Description
Job Title : Office Manager
Reports To : Practice Coach / Dentist
Catalyst Dental Allies (CDA) is an Equal Employment Opportunity employer and considers all applicants without regard to race, religion, color, sex, national origin, age, disability, veteran status, or any other legally protected status.
Job Summary :
The primary purpose of this position is to plan, direct, and control all aspects of a successful dental clinic. The Office Manager increases profitability through leading patient service, team development, quality initiatives, and active financial management. The Office Manager is responsible for ensuring
organizational policies and procedures are followed and the highest levels of patient care and service are maintained.
Duties and Responsibilities :

• Maintains inventory of all clinic supplies through direct and ongoing communication with Catalyst Purchasing.
• Supervises the maintenance of all clinical equipment so clinic operates at maximum efficiency and without unnecessary interruptions.
• Ensures that repairs are kept to a minimum through thorough maintenance of all dental equipment.
• Ensures that universal precautions are followed and that all federal and state requirements are met thereby ensuring a safe and hygienic workplace for staff and patients.
• Manages personal career development through continuing education in order to facilitate a continuous learning environment.
• Monitors and manages goals on a weekly and monthly basis and implements effective action plans to address shortfalls in production, revenue, accounts receivable, and staffing.
• Ensures that clinic is staffed at an optimum level to achieve weekly and monthly goals (e.g., key performance indicators, iTero utilization, morning huddle adherence, etc.) and maintains staffing costs in line with revenue production levels and needs.
• Ensures clinic schedule is optimized to achieve weekly and monthly revenue goals through treatment plan management, patient information flow, and continuous patient contact.
• Ensures the lowest possible accounts receivable by following Catalyst credit and collection procedures and ensuring team members are proficient in explaining and collecting fees according to policies and procedures.
• Maintains patient relations through ongoing dialogue and patient comfort calls with patients before, during, and after treatment.
• Identifies and responds to unsatisfied patients with the appropriate recovery action.
• Ensures that all team members are trained, skilled, and comfortable with advanced patient service activities.
• Coaches team members on a daily basis to consistently surpass patient expectations.
• Hires, trains, coaches, motivates, and manages the performance of all clinic team members.
• Leads team meetings to improve the quality of patient interaction, foster team relations, and enhance business results.
• Supports all departments in the clinic and the organization by aligning individual contributions with those of the team and group.
• Shares needed information with others in a timely and efficient manner.
• Uses appropriate problem-solving skills in response to issues resolution, conflict, and/or expressions of dissatisfaction.
• Understands and consistently applies all internal quality standards and policies related to operating systems and all applicable laws and regulations.
• Maintains accurate accounting, team member and patient records, and applies appropriate risk management strategies to secure clinic or Catalyst property and confidential information.
• Trains all team members on, and monitors compliance with, operating policies and procedures on an ongoing basis.
• Evaluates and recommends operation policy and procedure enhancements as required.
• Assists Practice Coach with training, scheduling staff, program evaluation, and other duties as assigned.
• Ensures that a positive clinical environment exists so that every patient leaves with a positive experience.
• Displays the Catalyst values of Passionate, Adaptable, Integrity, Ally, and All-In.

Skills and Qualifications :

• Associate's or Bachelor's degree in a related field or years of equivalent experience.
• 3 years dental and/or medical clinic experience in an administrative and/or supervisory capacity.
• Business or service sector experience is an asset.
• Experience/knowledge of general accounting.
• Ability to focus on results, meet deadlines, and promote highest standards for self and others.
• Organized and plans effectively to coordinate successful operations within the clinic.
• Identifies problems and provides solutions and alternatives.
• Adaptable and able to manage multiple priorities.
• Excellent interpersonal and communication skills; written and verbal, an ability to influence and motivate others.
• Disciplined in timely reporting and follow up with team members and administrative office.
• Skilled and confident in leading a diverse team of dental care professionals.
• Able to effectively maintain composure and poise under pressure.
• Proactive and able to solve problems effectively and rapidly using excellent analytical skills.
• Proven consistently high levels of customer service performance with an ability to build strong relationships.
• Adaptable to changing business needs, with an ability to support other departments and locations as needed.
• Technically skilled and knowledgeable, understands how position relates to the clinic organization.
• Dedicated to providing patients with the best care.
• Able to anticipate needs of the patients.
• Able to resolve conflict, maintain appropriate work relationships, and collaborate with others.
• Communicates effectively, can respond to difficult questions, and is a good listener.
• Enjoys new opportunities and is passionate about patient care.
• Knowledge of customer service and telephone technique.
• Knowledge of dental terminology and procedures, dental fee schedules, basic accounting, and staff supervision.
• Knowledge of dental insurance, predeterminations, computer skills including Eaglesoft, Dental Intel, Open Dental, Dentrix, Fuse, and/or other dental practice management software.
• Must have a valid driver's license.

Physical Requirements :

• Physical ability to withstand the stress and demands of an active position.
• Physical ability to sit, stand, walk, stoop, bend, perform data entry, and view computer screen for long periods of time.
• Good manual dexterity, eye-hand coordination, vision, and hearing.
• Occasional exposure to communicable diseases and biohazards.
• Occasional exposure to toxic chemicals, radiation, and increased noise levels.
• Daily standing, walking, bending, and maneuvering.
• May require lifting up to 50 pounds or more to transfer and/or turn patient with and without assistive devices.

Travel :
Travel may be required.
Scheduled Working Hours :
Scheduled work hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Hours may vary depending upon the needs of the position, department, and business.
Other Duties :
Please note this job description is not designed to cover or to contain a comprehensive listing of activities, duties, or
responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change from time
to time, with or without notice.
Equipment Operated :
Standard office equipment including: computers, printers, faxes, copiers, postage machine, etc.