Office Manager

About the role
We are looking for an Office Manager who owns the whole practice, front office and clinical, and runs it in true partnership with the doctors. Your number one job is a full, productive schedule: every chair, every provider, every day. You will lead the team, own the results, and build an office that patients and team members want to come back to.

What you will do

Drive a full and productive schedule

• Own the schedule for every provider: dentists, hygienists, and specialists
• Schedule to daily production goals, not just to fill time slots
• Review tomorrow’s and next week’s schedules daily, and fix gaps before they happen
• Fill openings and cancellations the same day, and keep a working short-call list
• Manage recare, confirmations, and unscheduled treatment so patients don’t fall off the books
• Make sure patients are scheduled for their next visit before they leave the chair
• Track schedule utilization, no-shows, and same-day treatment, and act on the trends

Partner with the doctors

• Meet with your doctors regularly to align on goals, the schedule, and the team
• Build schedules around how each doctor works best while holding to production goals
• Bring the doctors the numbers, problems, and solutions, and make decisions together
• Support the doctors’ clinical leadership so the clinical and business sides work as one

Lead the whole team, front and clinical

• Lead, coach, and hold accountable every team member: patient coordinators, dental assistants, hygienists, and support staff
• Recruit, interview, onboard, and train in partnership with HR
• Manage staffing, time and attendance, and payroll approvals
• Manage staffing call-outs to ensure productive team is available and ready to work.
• Run morning huddles and team meetings that keep everyone focused on the day’s goals
• Ensure clinical operations run smoothly: room turnover, sterilization flow, supplies, and staffing to the schedule

Own the results

• Own production, collections, case acceptance, and new patient growth
• Oversee treatment presentation and financial arrangements, and step in on complex cases
• Manage accounts receivable, insurance follow-up, and over-the-counter collections
• Resolve patient concerns before they become complaints
• Ensure compliance with OSHA, HIPAA, and company policies
• Control supply and operating costs

What we need from you

• Ownership of the schedule. You treat an open chair as lost care and lost production, and you don’t go home until tomorrow is full.
• Doctor partnership. You build trust with your doctors, communicate openly, and work through disagreements directly and respectfully.
• One team. You lead front and clinical as a single team, with no “front versus back.”
• Reliability. You are here, on time, and visible. Regular, predictable attendance is an essential function of this job, and your team takes its cue from you.
• Presence. You lead from the floor, not from behind a closed door.
• A good attitude. You stay steady and positive under pressure, and your team feels it.
• Accountability. You hold yourself and others to the standard, fairly and consistently.
• Professional presentation. You set the standard for professionalism in the office.

Qualifications

• 3+ years of dental office management experience
• Experience leading both front office and clinical team members, including hiring, coaching, and corrective action
• Proven results driving provider schedules, production, and collections
• Experience working in close partnership with dentists
• Strong knowledge of dental insurance, treatment planning, and accounts receivable
• Experience with Denticon practice management software is a plus

Physical requirements
The following are essential to this role and must be met with or without reasonable accommodation:

• Stand, walk, and move throughout the office for much of the day
• Sit at a workstation and use a computer and phone for extended periods
• Speak and hear clearly to communicate with patients and team members in person and by phone
• See clearly at close range to read screens, reports, and documents
• Lift and carry office supplies up to [15] pounds
• Maintain professional appearance and personal hygiene standards appropriate for close patient contact, including avoiding strong odors and fragrances
• Work in a clinical setting with exposure to bodily fluids, dental materials, and low-level radiation, following all safety protocols
• Travel occasionally for meetings and training

Our hiring process

• Possible Short video interview you complete on your own time, then interviews with the Regional Manager, Director of Operations and CEO.
• We contact prior employers for references, including questions about leadership, results, attendance, and dependability. Please be ready to provide at least three professional references, including a prior supervisor.
• Offers are contingent on satisfactory reference and background checks

What we offer
Competitive salary /medical, dental, vision / PTO / 401(k) / leadership development