Dental Office Manager

The Office Manager oversees the daily operations, staffing, and finances of the practice to ensure fundamental systems and protocols are in place and functioning effectively to reach practice goals. This individual is responsible for overseeing the development of the staff, the financial health of the company, as well as community outreach and marketing. Generally, the Office Manager will be responsible for implementing and monitoring the standards and systems as set by the CEO or Practice owner. Other duties include facilities management, goal setting with the practice owners, and assuring the overall patient satisfaction and goodwill of the practice.

Responsibilities

Management of Personnel Resources:

• Hire, motivate, develop, and direct people as they work (at least 2 full-time employees), identifying the best people for the job, and issuing discipline and termination when necessary.
• Plan for staffing needs, recruit and interview candidates, conduct background checks, hire new employees, and develop employee retention and engagement.
• Maintain a professional work environment.
• Onboard new employees, conduct orientation sessions, relay the vision of the practice, and arrange on-the-job training for new hires.
• Analyze training needs to develop new training programs or modify and improve existing programs; Conduct or arrange for ongoing training and CE classes for staff members.
• Monitors patient flow and staff allocation to meet patient needs, and maximize doctor’s time.
• Coordinate absences and time off requests.
• Supports front and back office staff, resolves any clinical administrative problems, and develops measurable performance objectives for the team.
• Observe and evaluate workers' performance and appearance to ensure quality service and compliance with policies. Issue corrective coaching, oral and written, as appropriate to communicate practice standards and protect the practice from liability.
• Act as liaison between staff and owners in development of policy and communication among the team.
• Consult with HR Support and Payroll Services as needed to ensure compliant HR practices.
• Schedule and lead any department meetings.
• Keep accurate personnel records in compliance with applicable law, and as needed to protect practice interests.
• Represent the practice in responding to government agencies.
  
  

Management Of Operations

• Directing the operation of the practice and its efficient functioning.
• Prepare, monitor, and track operational reports and key vitals of the company to ensure accuracy and efficiency.
• Accurately maintains and analyzes financial reports, and P&L performance, and achieves practice financial goals.
• Analyze internal processes, monitor competitors’ innovations, and recommend and implement procedural or policy changes to improve operations and control costs.
• Acquire, distribute, and store supplies, or supervise another to do so.
• Monitor the facilities to ensure that it remains safe, secure, and well-maintained.
• Oversees billing and collection processes.
• Analyzes the financial impact of changes in clinical activities and forecast actual revenue, net income, and expenditures versus the approved budget.
• Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance.
• Supervises patient recordkeeping and HIPAA compliance.
• Develops and monitors the effectiveness of marketing campaigns.
• Oversees IT systems, and uses and effectively monitors usage of practice management and patient record software.
• Oversees systems for patient retention, follow-ups, and new patient acquisition.
• Ensures optimal patient care, monitors patient satisfaction, and resolves complaints.
• Informs owners of current trends, issues, and pertinent issues to facilitate policy making.
  
  

Leadership And Professionalism

• Represent the practice in a professional, pleasant, and cooperative manner.
• Contributes to the development of the practice’s mission and strategic vision.
• Acts as the main point of contact for community outreach efforts.
• Clearly and respectfully communicates with practice owner(s) to develop, implement, and monitor
• effective programs.
• Maintains regular, consistent, and punctual attendance in accordance with assigned schedule and time off policies.
• Must be able to comfortably and efficiently handle multiple deadlines and task assignments for self and subordinates.
• Must be able to work both independently and cooperatively in team settings.
• Must be a team player in all aspects of the office including answering phones, helping clinical team and hygiene team when needed.
  
  

Other Essential Qualifications

• Time Management—excels at directing 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.
• Leadership and Guidance—ability to lead effectively.
• Judgment and Decision Making—able to evaluate the relative costs and benefits of potential actions and decisions within the purview and to choose the most appropriate one.
• Responds creatively and constructively with solutions to problems.
• Maintains the highest level of confidentiality and adherence to HIPAA standards.
• Adherence to strict safety guidelines and procedures to OSHA and office standards.
• Flexibility and willingness to perform duties of others in their absence.
• Occasional travel, by car or plane, required in order to participate in continuing education or seminars.
  
  

Qualifications

• Bachelor of Science Degree awarded by an accredited institution. Comparable experience may be considered to substitute for all or part of the required education at management’s sole discretion.
• Minimum two years of experience in a medical or dental office setting.
• Preferred 3-5 years of managerial experience in a medical or dental office setting.
• Knowledge of billing codes and understanding of insurance plans a plus.
  
  

About Illume Dental

At Illume Dental, we’re committed to being leaders in modern general dentistry, and in providing the highest quality of care to each and every patient. Rather than just treating dental issues, we build long-lasting relationships with patients by actively listening to their needs and desires. If treatment is recommended, then we tailor the experience and outcome to each patient as an individual. Our entire dental team is motivated, talented, and dedicated to making your visit enjoyable for you and your entire family. We’re proud of our practice, our level of service, and our involvement in the McKinney community. Through teamwork and education, we encourage a lifetime of excellent dental health and improved overall quality of life.