Dental Office Manager

Overview

A dental practice manager oversees the non-clinical operations of a dental practice, managing all administrative aspects including staff scheduling, patient appointments, billing, financial reporting, compliance with regulations, and ensuring smooth day-to-day operations while maintaining a high standard of patient care and maximizing practice efficiency; they are responsible for leading and supervising the administrative team within the dental office.

Responsibilities

Key responsibilities:

• Patient Management:
• Scheduling and confirming patient appointments
• Handling patient inquiries and concerns
• Managing patient records and data
• Collecting payments and managing patient accounts
• Ensuring patient satisfaction through feedback and surveys
• Staff Management:
• Hiring, training, and supervising administrative staff (receptionists, dental assistants)
• Creating and managing staff schedules
• Performance evaluations and staff development
• Addressing staff concerns and maintaining positive team dynamics
• Financial Management:
• Monitoring practice revenue and expenses
• Generating financial reports and analyzing practice performance
• Managing billing and insurance claims
• Implementing strategies to optimize revenue and collections
• Operations Management:
• Maintaining compliance with dental regulations and HIPAA guidelines
• Overseeing office supplies and equipment inventory
• Managing facility maintenance and repairs
• Implementing and maintaining practice policies and procedures
• Marketing and Communication:
• Developing and implementing marketing strategies to attract new patients
• Managing practice websites and online presence
• Communicating effectively with patients, staff, and dental providers
  
  

Qualifications

QUALIFICATIONS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education

High school diploma or equivalent

Experience

Required Skills and Qualifications:

• Strong leadership and organizational skills
• Excellent communication and interpersonal skills
• Detail-oriented with strong analytical abilities
• Proficiency in dental practice management software and billing systems
• Knowledge of dental terminology and procedures
• Experience in customer service and patient relations
• Ability to manage multiple tasks and prioritize effectively
• Understanding of relevant healthcare regulations and compliance requirements
  
  

Competencies

To perform the job satisfactorily, an individual should demonstrate the following competencies:

• Technical Skills - Assesses own strength and weaknesses; pursues training development opportunities; strives to continuously build knowledge and skills; shares expertise with others
• Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments
• Interpersonal Skills - Maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things
• Oral Communications - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions
• Written Communication - Writes clearly and informatively; able to read and interpret written information
• Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
• Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; respects diversity
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments
• Quality - Demonstrates accuracy and thoroughness; monitors own work to ensure quality
• Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
• Attendance/Punctuality - Is consistently at work on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan