Office Manager

Office Manager

The Office Manager will lead the practice through daily collaboration with the CEO, Clinical Director, and Leadership team to ensure efficiency, quality, and financial stability of the organization. They are responsible for people, process, and technology.

The Office Manager has eight key priorities:

• Hire, train, motivate, and hold accountable a cohesive team. Human Resource duties & functions.
• Develop and manage all administrative operations of the practice.
• Proper billing of all dental services provided by the Office and health of the Accounts Receivables
• Work with Clinical director around continuity of quality dental care and the patient experience.
• Monitoring cash flow, productivity, and profitability of the practice
• Research and implement best technological tools for practice success
• Facility & building Management.
• Compliance & Security
• Marketing & Practice Reputation management

Team Development – Human Resources

• Build Team
• Post ads as needed for positions.
• Phone screen, interview, and facilitate interviews with leads of departments.
• Job descriptions/ SOP’s (Update and keep current as office policies and functions change)
• Build training plans and effective onboarding for new team members
• Motivate team members towards practice goals.

• Coordination of work schedule to ensure proper coverage while maximizing resources.
• Maintain attendance records and notifications for all team members.
• Utilize a calendar for employee absences, tardiness and Office sponsored events.
• Review hours of Office’s employees daily to prevent any overtime expenses. Work within budgeted FTE levels.
• Complete Employee Coaching Reviews

• Submission of Payroll Information
• Ensure that all employees are clocking in and out at the designated times.
• Enter all PTO time into the time tracking software and manage coverage if necessary.
• Process all payroll information and approve all timecards every other Monday morning.
• Review timecards daily to manage and control overtime hours.

• Maintain Employee Files
• Collect an accurate account of all employee related information, including, but not limited to new hire packet, training records, certifications and licenses, insurance applications, corrective action, performance reviews and attendance notification forms and submit to the home office.
• Properly document in a timely manner.
• Employee write ups
• Employee discussions when job description not being met accordingly
• Resolve personnel conflicts & employee concerns

• Communication Efforts
• Maintain constant communication with team regarding office announcements and changes
• Set up and lead team meetings including
• Leadership meetings with ownership
• Team meetings
• Department meetings
• One-on-one’s

Management of Operations

• Build processes, lead, and provide direction for entire administrative team
• Coordinate daily schedule and task assignment for the front office.
• Ensure that all daily tasks are completed in a timely manner. This includes confirmation calls, eligibility checks, verifying PPO insurance plans, preparation of patient record information and all other front office duties assigned.
• Monitor patient service efforts of front office team members in person and over the phone.
• Ensure the front office team follows guidelines around required patient documentation.
• Ensure proper scheduling: Front office staff should understand scheduling protocol around various dental procedures.

• Coordinate/Monitor clinical flow
• Work with clinical director to build processes to deliver an exceptional patient experience.
• Ensure clinical team has tools needed to ensure quality care.
• Build clinical processes around productivity and efficiency of the practice.
• Ensure proper hand offs between the front office and clinical team members for each patient

• Coordination of patient relations and correspondence
• Ensure that all patients are greeted properly and that they are handled in an efficient manner.
• Interact with patients to maintain positive relationships and assist with any problems or issues that may arise.
• Maintain complete and accurate records of all correspondence with the patients.
• Ensure practice recall system is working effectively
• Ensure all referral information is noted and patients have all necessary information to complete their required treatment.
• Monitor and oversee outstanding treatment plans that are unscheduled.
• Track Unscheduled Treatment List and assign to ensure patients are being followed up with and properly scheduled.
• Prepare and understand all scorecards that measure processes in your office.

Accounts Receivables:

• Ensure proper entry of treatment plans as necessary by state and insurance regulations.
• Monitor that treatment plans are always created for patients returning for restorative treatment.
• Ensure accuracy of treatment estimates by ensuring insurances are built properly in the software.
• Ensure team members are collecting patient copayments on the day of service.
• Monitor administrative scorecards.

• Process End of Day Reports
• Complete End of Day Process with written documentation.
• Insurance Specialist will process claims once they verify accuracy.
• Monitor and Manage office cash flow – Petty Cash
• Working with Account Specialist to establish daily deposits protocol under guidelines.

Accounts Payables:

• Follow guidelines for the practice for paying bills.
• Invoice management to ensure practice is paying correct amounts on monthly statements.
• Monitor overall cash flow for the business.
• Create budgets and forecasts for upcoming facility improvements or equipment needs.
• Work with accounting team to ensure 3 way reconciliation between the dental software, financial software, and the bank.
• Order all Office Supplies
• Work with your Regional around office supplies, toys, instruments, Denovo Space Maintainer orders, and changes to auto ship items procedures.
• Work with the Lead Dental Assistant to monitor the ordering of clinical supplies, ensuring appropriate activity. Remember Regional Operations Manager will approve the order.
• Maintain records of supplies and receipts.
• Send receipts to appropriate party for timely payment of all accounts.

Technology:

• Research best software platforms for productivity of the practice
• Ensure proper technology utilization for maximum efficiency
• Coordinate IT issues and upgrades
• Monitor general operation of computers, server and other equipment.
• Communicate to IT staff any problems that arise with computers and other office equipment, including the server.

Facility and Building Management:

• Ensure the office is organized and clean at all times.
• Equipment Maintenance
• Building Maintenance
• Keep a “key Log” for who has access to the building
• Work with security company as needed
• Negotiate with vendors for cleaning, maintenance, and improvements when needed.

Compliance:

The Director of Operations should oversee Compliance standards for each Dental Practice. This responsibility includes ensuring the proper implementation of all compliance-related items:

• Compliance-related Policies
• Code of Ethics and Business Conduct
• Compliance Training
• HIPAA Training
• OSHA Training
• Signage
• Emergency Protocols

Marketing and Practice Reputation Management:

• Work with marketing company on campaigns needed for growth.
• Maintain practice website and ensure always up to date.
• Maintain social media pages for practice.
• Discover new ways for practice positive exposure.
• Coordinate special events that practice may choose to participate in.

Leadership Expectations:

• Hire, train, and lead the team to achieve practice goals.
• Be aligned with practice mission and vision
• Maintain utmost professionalism and positive attitude.
• Lead by example to foster positive attitude.
• Build Culture
• Live by Core Values

Job Type: Full-time

Pay: $65,590.00 - $69,749.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Santa Rosa, CA 95407 (Required)

Ability to Relocate:

• Santa Rosa, CA 95407: Relocate before starting work (Preferred)

Work Location: In person

Salary : $65,590 - $69,749