Dental Office Manager

Education Level

Associate in Applied Sciences, AA Degree, Bachelor's Degree, or RDA

Description

The Office Manager is responsible for the supervision of the overall workflow throughout the office. Their job is to administer the day-to-day activities of the business office, including patient and employee relations; staff interviewing/dismissal; management of marketing and communications efforts; ensuring regulatory compliance; and staff training and motivation. The office manager must also assist the dentist with other tasks as assigned.

Qualifications

• Possess knowledge of medical/dental terminology.
• Understand and comply with business practices associated with a dental practice.
• Understand and comply with licensing and continuing education requirements for professional staff.
• Understand and comply with dental office HIPAA compliance.
• Understand and comply with the HI-TECH Act of 2009.

Essential Functions

• Understand and use written information that may be presented in a variety of formats, such as text, tables, lists, figures, and diagrams; select reading strategies appropriate to the purpose, such as skimming for highlights, reading for detail, reading for meaning, and critical analysis.
• Use these skills to understand and follow dental office contingency plans. Help explain office policies to patients. Update and maintain employee personnel manuals. Review and display any posters required by federal, state, and local law. Ensure that all mandatory office policies and procedures are reviewed and revised as necessary.
• Express ideas and information in written form clearly, succinctly, accurately, and in an organized manner; use English language conventions of spelling, punctuation, grammar, and sentence and paragraph structure; tailor the written communication to the intended purpose and audience.
• Understand, interpret, and manipulate numeric or symbolic information; solve problems by selecting and applying appropriate quantitative methods such as arithmetic, quantitative reasoning, estimation, measurement, probability, statistics, algebra, geometry, and trigonometry.
• Work cooperatively and collaboratively with others to achieve goals by sharing or integrating ideas, knowledge, skills, information, support, resources, responsibility, and recognition.
• Build consensus among individuals or groups by resolving conflicts, confrontations, and disagreements while maintaining productive working relationships.
• Attend to, receive, and correctly interpret verbal communication and directions through cues such as the content and context of the message and the tone, gestures, and facial expression of the speaker.
• Obtain facts, information, or data relevant to a particular problem, question, or issue through observation of events or situations, discussion with others, research, or retrieval of information from written or electronic sources; organize, integrate, analyze, and evaluate information.
• Assist the doctor with drafting office policies and procedures. Ensure that records are securely stored and handled in compliance with HIPAA regulations.
• Anticipate or identify problems and their causes; develop and analyze potential solutions or improvements using rational and logical processes or innovative and creative approaches when needed.
• Make decisions that consider relevant facts and information, potential risks, benefits, consequences, and alternatives.
• Assign, direct, and manage staff duties as assigned by the dentist. Engage in conflict resolution. Determine staff schedules. Manage financial accounts. Manage and update office computer systems.
• Develop specific goals and plans to prioritize, organize, and accomplish your work. Make business travel arrangements for dentist and staff. Coordinate team meetings.
• Interact with others in a friendly, courteous, and tactful manner and demonstrate respect for individuals – including cultural differences - and for the attitudes and feelings of others. Monitor patient relations, with regular patient satisfaction surveys. Help support staff as needed.
• Change one's own behavior or work methods to adjust to other people or to changing situations or work demands; be receptive to new information, ideas, or strategies, to achieve goals.
• Motivate, inspire, and influence others towards effective individual or team performance, goal attainment, and personal learning and development by serving as a mentor, coach, and role model and by providing feedback and recognition or rewards.
• Manage day-to-day operations of the dental office.
• Manage and direct staff assignments and activities in accordance with office policy and applicable laws.
• Manage compliance with OSHA, HIPAA, state and federal regulations, and patient financial accounts.
• Manage the hiring and ongoing performance of staff; manage and update office computer systems.
• Recruit, interview, and hire employees as directed by the dentist. Perform orientations and staff training.
• Identify own work and career interests, strengths, and limitations, pursue education, training, feedback, or other opportunities for learning and development; manage, direct, and monitor one's own learning and development.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may be regularly required to sit for long periods of time. While performing the duties of this job, the employee is required to do detailed work, using arms, hands and fingers to handle and feel objects associated with work. The employee intermittently is required to sit, stand, walk, stoop, bend or reach throughout the day. Good hand-eye coordination and manual dexterity is needed.

Duties

General Management:

• Manage day-to-day operations of dental office.
• Manage and direct staff assignments and activities, in accordance with office policy and applicable laws.
• Manage compliance with OSHA, state and federal regulations.
• Know and follow dental office contingency plan.
• Stay current with trends, legislation and regulations in the dental profession.
• Manage patient financial accounts.
• Manage the hiring and ongoing performance of staff.
• Manage and update office computer systems.

Patient Management

• Oversee patient relations and handle patient complaints.
• Help explain office policy to patients.
• Help support staff as needed (i.e. appointment scheduling, collections, insurance etc.)
• Monitor patient relations with regular patient satisfaction surveys.

Staff Management

• Assign, direct and manage staff duties, as assigned by the dentist.
• Determine staff schedules.
• Recruit, interview, and hire employees as directed by the dentist.
• Orient and train new staff.
• Organize training staff on OSHA compliance.
• Display any posters required by federal, state, or local law.
• Monitor staff performance.
• Conduct staff and salary review.
• Coordinate team meetings.
• Engage in conflict resolution.
• Help arrange for staff CE.
• Make business travel arrangements for dentist and staff.
• Ensure confidentiality of all personnel and employment-related information.

State and Federal Regulations Management

• Help implement state and federal regulations.
• Arrange for OSHA and risk management training.
• Update and maintain employee office manual.
• Ensure that HIPAA Notice and Privacy Practices is on display.
• Securely store and handle records in compliance with HIPAA regulations.
• Inform staff on OSHA and risk management regulatory updates.
• Maintain staff employment records.
• Assist the doctor with drafting office policies and procedures.

Software and Office Skills

• Open Dental

Job Type: Full-time

Pay: $30.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

• Family leave
• Paid time off
• Parental leave

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $30 - $35