Director of Operations

The Operations Director is responsible for managing the overall daily operations in the practice. This includes identifying and implementing procedures to allow our business to run efficiently and predictably while maintaining a positive patient experience. They are responsible for managing our team; keeping our high standards and policies while doing so. This role garners support from all parts of the leadership teams and partners with them to implement our policies and standards. The team leaders report directly to the Operations Director.

The contributions of the Operations Director create a smoothly-running, high-morale organization as a result of a happy and productive team. The Operations Director, along with the team leaders, work closely with the leadership team, clinical team, the doctor(s), and patients to facilitate a seamless transition from treatment planning, to patient acceptance and commitment; and finally, a financial plan. The ultimate goal is to create a trusted, caring environment for our team and our patients alike.

The Operations Director works directly with:

• Executive Director

• Clinical Director

• Team leads (Hygiene and Restorative)

The number one goal of all employees is patient care and meeting patient needs. This job description outlines duties that must be accomplished daily, weekly, and monthly.

KNOWLEDGE, SKILLS, AND ABILITIES

• Understanding the Annual Plan and utilizing platform analytics

• Ability to guide decision-making that supports the Annual Plan

• Proficient in using online communication platforms and scheduling applications such as Google Mail and Google Calendar

• Relationship-building skills

• Influencing and negotiation skills

• Coaching, counseling, and conflict-resolution skills

• Computer skills including practice management software

• Familiarity with dental insurance protocols

• Familiarity with ADA codes

• Teamwork and leadership skills

• Familiarity with human resources and staff management practices, including hiring, training, coaching, counseling, oversight of practice protocols, etc.

• Ability to market the practice

• Creative problem-solving skills

• Superb verbal skills with patients, insurance companies, third-party companies, doctor, and team

• Overall understanding of office vision, philosophy, and systems

• Excellent math skills and attention to detail

• Keen understanding of scheduling, financial, and re-care systems in order to support the practice

• Ability to function within a team environment as a supportive and positive contributor

• Ability to work independently, resourcefulness, and adaptability

KEY GOALS/BENCHMARKS OF ROLE

For all clinicians:

• Annual Plan “Production” numbers being achieved:

• Hourly

• Daily

• Monthly

• Yearly

• Annual Plan “Collection” targets being achieved:

• Monthly

• Quarterly

• Annually

• Accounts Receivable Net Value at 98%

• No-shows and cancellations at less than 5% and 2% respectively

• New Patient Flow: As determined and outlined in the Annual Plan

• Case Acceptance: As determined and outlined in the Annual Plan

RESPONSIBILITIES

Job Specific

• Oversee the administrative operations of the dental office

• Analyze business reports and create recommendations and actions to attain yearly budgetary goals; prioritize practice performance issues to ensure year over year revenue and profitability growth

• Coordinate a minimum of weekly in-office visits and meet with doctors and team leads to address concerns, challenges, and obstacles. Celebrate successes and wins within our practice.

• Complete bi-weekly payroll for the office using Paychex.

• Set operational expectations for office leaders and team members and hold them accountable for set expectations up to and including termination, as needed.

• Coach, train, and develop team leaders to meet and exceed daily office operations including patient relations, maintaining productive clinician schedules, setting and meeting daily production goals; and coaching, training, and developing office-level employees.

• Provide reports and/or recommendations, as needed, to Clinical and Executive Directors..

• Work directly with the Clinical Director to help support dentists in their growth and development by helping them set goals and address operational opportunities within the practice.

• Set up monthly team meetings, creating meeting agendas based on the needs within the office.

• Work as acting office manager, as needed, in times of open positions, staff absences, and other unforeseen circumstances.

• Address escalated patient issues and concerns, as needed, in a timely manner.

• Motivate team leaders, dentists, and staff through proper and regular communication. Celebrate wins and successes regularly.

• Organize and schedule timely performance reviews for all team members.

• Negotiate contractual obligations with service organizations (cleaning companies, snow removal, etc) in order to maintain a safe and clean work environment.

LEADERSHIP/SELF-DIRECTION RESPONSIBILITY

It is expected that the Operations Director will perform any function asked of them knowing that they will never be asked to do anything that is illegal, immoral, or unethical. We stand by the vision of the practice to provide an atmosphere of continuous learning and of mutual support where everyone bands together as a team to provide the highest level of care to our patients while honoring each other.

MINIMUM REQUIREMENTS

• Bachelors Degree in Business Management, Healthcare Administration or similar
• 3-5 years of work related experience in healthcare management
• Ability to work a minimum of 36-40 hours weekly

Work Remotely

• No

Job Type: Full-time

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

Salary : $65,000 - $85,000