What are the responsibilities and job description for the Office Manager position at Plum Dental?
Role: Office Manager
Westerly Dental Group
Are you eager to take the helm of a vibrant and fast-paced team, driving innovation and collaboration while navigating exciting challenges? This could be the opportunity you have been looking for! We are searching for a detail-oriented, accountable, and problem-solving Office Manager. Westerly Dental Group was founded by Dr. P. Edward Capalbo in 1955. Remaining a staple in providing quality patient care, Dr. P. Edward Capalbo is followed by his two sons and three grandsons, who have followed in his footsteps in dentistry. This once small, family-owned practice now houses 15 operatories, multiple general associate dentists, a periodontist, an endodontist, and an Oral Surgeon. In 2017, the three Capalbo grandsons saw the opportunity to expand and begin another venture in dentistry: starting their own family-owned, clinically-run Dental Partnership Organization in Rhode Island. Fast forward 7 years later to the present day, they have created just that and more! They now run a dental group called Plum Dental, which has retained true to their core values: dedicated, exceptional dental care to our communities, letting the clinicians run the side of patient care and the business professionals run the business side. Plum Dental now has almost 30 practices between RI and CT. Westerly Dental Group serves as the group's flagship practice. Continuously reminding us why Plum Dental was started, allowing us to remain committed to providing the best care possible to our patients.
The Office Manager serves as the key administrative leader in the practice and is responsible for creating a team-based, accountable, and enjoyable environment for the clinical and non-clinical staff, as well as a comfortable and high-quality experience for the patients. This role is integral to our team and our commitment to quality patient care. The candidate should be a self-starter, energetic, have an excellent work ethic, and be able to operate independently. They should also have a sense of humor and great interpersonal and communication skills. We always provide the necessary tools and supplies for you to provide the best patient care possible. We provide training and support to all our team members, whether it is right when you start or well into your career with us.
Our practice has the latest and up-to-date equipment, including intraoral cameras, cavitrons, a Cerec PrimeScan, CBCT, Planmeca ProMax 3D and digital Dexis X-ray sensors. We also utilize a user-friendly cloud-based practice management software called Carestack. This software allows us to see real-time changes and additions to the daily schedule, including seamless patient care transitions between our different specialty providers.
Duties & Responsibilities
• Lead by example and coach the team to provide exceptional patient experiences
• Maintain focus on a productive schedule that supports dentists and hygienists
• Manage patient and insurance collections and receivables, including timely and accurate insurance claim processing and patient billing
• Support patient communication and education so patients can understand the following:
o Their treatment options, time commitment, and overall treatment cost
o Their co-pays or co-insurance and payment options
o Specialist options within the group and outside
o The importance of the providers’ time so that missed and/or canceled appointments are at a minimum
• Monitor the schedule of team members to ensure adequate shift coverage and facilitate requests for time off
• Lead team huddles and quarterly practice business meetings
• Serve as the liaison between the practice and the Plum support team including: Payroll, HR, Accounts Payable, Marketing, Supplies, Continuing Education and Training, Recruiting, Centralized Billing and Call Center
• Manage the following for the practice (with help from Plum support team):
o Office maintenance
o Practice invoices (review and verify)
o Payroll (review and verify)
o Clinical and non-clinical supplies ordering
o Community engagement
o Maintain protocols and guidelines as they relate to patient privacy (HIPAA) and team member safety (OSHA)
• Partner with Regional Manager to create an enduring practice culture and strong team morale
• Resolve team member or patient issues or complaints either directly or by soliciting help from Plum support team
• Assist in the interviewing, on-boarding and training of new hires
• Partner with Regional Manager to provide ongoing feedback and training as well as annual performance and salary reviews for team members within the practice
• Focus on managing controllable costs within the practice (supplies and employee staffing)
• Help develop practice budget and work within budget to support practice collections and income
• Generate ideas for growth of the practice and continuous improvement of patient and team member experience
• Communicate with other Office Managers to share what has been working for you and hear (and potentially incorporate) what has been working for them
Skills & Qualifications
• Energetic leader with strong communication and problem-solving skills; empathetic to team members and patients
• Dental or other healthcare experience is strongly preferred
• Demonstrated history of supporting patient or customer excellence and building successful teams
• Experience in a supervisory or shift management role preferred
• Willingness and ability to learn quickly
• Experience with financial reports or metrics preferred
Compensation
· Hourly; compensation dependent on level of experience
· Health and retirement benefits