What are the responsibilities and job description for the Office Manager- Kokomo position at Urgent Dental Center Anderson LLC?
The Office Manager is a strategic leadership role responsible for overseeing the operational, financial, and administrative functions of the dental practice. This position plays a vital role in ensuring a seamless patient experience, optimizing treatment plan coordination, and maintaining compliance with all relevant healthcare regulations. The Office Manager leads and motivates the team while collaborating with dentists to enhance efficiency, patient satisfaction, and practice growth. This role reports directly to the Practice Administrator.
Primary Responsibilities:
- Align the team with the company’s vision, mission, and core values.
- Monitor financial performance, ensuring daily, weekly, and monthly production goals are met.
- Optimize patient scheduling to ensure efficiency and maximize treatment acceptance.
- Conduct daily schedule audits to identify opportunities for improvement.
- Lead daily huddles, monthly team meetings, and interoffice communications.
- Oversee recall and reactivation systems, ensuring patient retention.
- Provide leadership and mentorship to staff, fostering a culture of professionalism.
- Manage employee scheduling, addressing shift changes and staffing needs.
- Guide patients through financial arrangements and treatment plan acceptance.
- Address and document patient grievances and staff misconduct, escalating when necessary.
- Ensure strict compliance with HIPAA, OSHA, and CDC regulations.
- Train and onboard new employees to maintain consistency in practices and protocols.
- Oversee insurance verification, claims processing, and patient billing accuracy.
- Maintain an organized, welcoming, and professional office environment.
- Coordinate maintenance of office equipment and manage supply inventory.
- Assist clinical staff and dentists with operational support as needed.
Additional Duties:
- Ensure every patient receives a warm welcome and exceptional customer service.
- Educate patients on treatment plans and financial options.
- Maintain cleanliness and organization throughout the office.
- Confirm and reschedule appointments as needed, reducing no-show rates.
- Promote positive patient engagement through referrals and online reviews.
- Ensure compliance with all state and federal healthcare regulations.
- Maintain confidentiality and accuracy of electronic health records (EHR).
Support multi-location coverage based on company requirements.
- Associate Degree or equivalent experience required.
- 2-5 years of experience in a dental office, with expertise in insurance verification, billing, and patient service.
- Proven leadership and team management abilities.
- Strong oral and written communication skills.
- Ability to work in a fast-paced, patient-focused environment.
- Proficiency in Microsoft Office Suite and dental practice management software.
- Flexibility to work varied hours, including evenings and weekends as needed.
Strict adherence to HIPAA, OSHA, and CDC regulations.
Confidentiality & Non-Disclosure Agreement (NDA):
As an Office Manager, you will have access to sensitive patient information, financial data, and proprietary business practices. You are required to maintain strict confidentiality in accordance with HIPAA and all applicable privacy laws. Unauthorized disclosure of confidential information may result in disciplinary action, including termination and legal consequences.
Committed to Excellence in Urgent and Family Dental Care
At our practice, we are dedicated to fulfilling our mission of providing Urgent Access to Dental Care, Everywhere. We understand that dental emergencies and oral health concerns can arise at any time, and we are committed to delivering immediate, high-quality care when our patients need it most. In addition to urgent dental care, we also offer comprehensive family dentistry services, ensuring that patients of all ages receive the best possible treatment in a welcoming and compassionate environment.
Our core values guide every aspect of our work:
- Do What is Right – We uphold the highest standards of integrity and patient-centered care.
- Grow with Purpose – We are committed to continuous learning, innovation, and professional development.
- Express Gratitude – We foster a culture of appreciation, respect, and kindness.
- Make it Happen – We take initiative, solve problems, and strive for excellence in everything we do.
Under new management, we are dedicated to fostering growth and continuous improvement—not only in patient care but also in the development and well-being of our employees. We believe that exceptional patient care begins with a well-supported team. That’s why we empower our employees with the knowledge, skills, and resources they need to succeed. We prioritize their professional growth and recognize their hard work through:
- Competitive remuneration packages
- Exceptional benefits for a better work-life balance
- Quarterly bonuses aligned with KPI achievements
- Ongoing recognition and appreciation for outstanding performance
As we move forward, we remain steadfast in our commitment to delivering top-tier dental care while creating an environment where our employees can thrive. Together, we are building a stronger, more dynamic practice that benefits both our patients and our team.
