Assistant Clinic Manager (Willowbrook)

About us

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

Job Description

As an Assistant Clinic Manager, you will be responsible for working with upper management in organizing and managing the daily operations of our clinic. You will be responsible for overseeing staff productivity, ensuring safety and compliance regulations are met, and helping to maintain a high level of customer service.

• Manages the efficient and effective scheduling of patients and adjusts and needed
• Makes sure no-shows are managed and calls are made and re-scheduled
• Conducts sessions with patients for reviewing treatment and payment plans
• Handles patient complaints and provides feedback to Providers/Assistants on issues related to clinical matters
• Provides weekly and monthly reporting to leadership
• Covers and facilitates monthly meetings for clinical staff
• Takes responsibility for the appearance and functionality of the office
• Maintains facilities and equipment in accordance with hygiene and safety regulations including OSHA
• Participates in marketing events
• Explains the treatment plan, addresses patient concerns and answers any questions
• Assists the patient in prioritizing the treatment and establishes a plan for scheduling and payment arrangements
• Builds trust, and understands the patient’s objectives
• Conducts financial consultations with all new patients and with existing patients when new treatment plans are presented
• Manages and maintains the payment options and policies for patients
• Understands the practice’s policy on working with Ortho benefit plans and is prepared to educate patients on their dental benefits
• Oversees and tracks ortho benefit plan accounts receivable and follows up on claims regularly to ensure timely payment
• Communicates with all outside and third-party financing companies offered to patients and educates patients on the available outside financing options
• Tracks patient accounts receivable and outstanding balances to ensure timely payment
• Aids in the Practice’s collections protocol for all outstanding balances
• Introduces new patients to the practice by going over health history, explaining the doctor’s examination, and describing any other features about the practice that should be highlighted
• Answers incoming calls to include new patient calls, emergencies, scheduling patient appointments, requesting records, and follow up
• Cash handling
• Assists TC with outbound calls
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks
• Reputation management of the clinic
• Performs general office duties and other duties as required

Requirements

• A bachelor degree or equivalent
• 3-4 Years of experience in office administration
• 2 Years of Office management experience
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suites
• Travel availability to Harwood Heights , Pilsen and Kedzie

Working Hours/Location

Monday – Wednesday 8:45am – 5:00pm
Thursday - Friday 6:45am – 3:00pm
2 Saturdays per month
Two 9:45 am to 6:00 pm shifts per month
200 W. 75th St , Willowbrook, IL 60527

Benefits (for our full-time employees)

• Paid Training
• Travel Pay (when traveling to sister clinics farther than 15 miles away from base clinic)
• Clinical Bonuses
• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife MetLaw Legal Insurance
• Transit Reimbursement - Commuter Account
• Free and discounted Orthodontic Treatments