Clinic Manager (Hales Corners)

About the role

The Clinic Manager oversees day‑to‑day operations of an Orthodontic Experts clinic, ensuring smooth and efficient functioning across all areas. Responsibilities include managing staff, scheduling appointments, delivering quality patient care, maintaining a safe environment, and upholding regulatory compliance.

Responsibilities

• Train and supervise office personnel.
• Manage efficient patient scheduling and adjust as needed.
• Monitor no‑shows, handle calls, and reschedule appointments.
• Conduct patient sessions to review treatment and payment plans.
• Ensure scheduling systems operate effectively.
• Build and oversee a medium to large team of direct reports.
• Facilitate staff meetings to recognize successes, communicate policy changes, and plan events.
• Ensure compliance with regulatory procedures.
• Handle patient complaints and provide feedback to providers/assistants on clinical matters.
• Order equipment and supplies and address related issues.
• Complete monthly, quarterly, and annual operation checklists.
• Provide weekly and monthly reports to leadership.
• Coordinate training for clinic staff.
• Facilitate monthly meetings for clinical staff.
• Maintain patient data in accordance with regulations and company policies, ensuring secure storage.
• Maintain the appearance and functionality of the office, including hygiene and safety (OSHA) compliance.
• Monitor and maintain the office budget.
• Participate in marketing events.
• Maintain team members' weekly schedules.
• Assist the Treatment Coordinator with welcome calls, lost cases, and denied claims.
• Handle cash and cash‑handling procedures.
• When traveling to another clinic, perform all duties and administrative tasks of the role.
• Other duties as assigned.

Requirements

• Bachelor’s degree or equivalent.
• 3–4 years of experience in office administration.
• 2 years of office management experience.
• Excellent computer skills with high proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suite.
• Bilingual – Spanish.
• Willingness to travel to Mount Pleasant, Menomonee Falls, Madison, and Headquarters.

Skills

• Strong leadership and team‑building abilities.
• Effective communication and conflict‑resolution skills.
• Ability to manage budgets and financial reporting.
• Knowledge of regulatory compliance and privacy/security standards.
• Proficiency in scheduling systems and office software.

Benefits

• Relocation reimbursement
• Paid training
• Clinical bonuses
• Paid time off
• Holiday pay
• Medical, dental, vision, and life insurance
• Accident insurance
• Short‑term and long‑term disability
• Employee assistance program
• Health savings account
• Dependent care account
• 401(k) with matching
• Pet insurance
• Tuition assistance program
• Identity theft protection
• Legal insurance (MetLaw)
• Transit reimbursement – commuter account
• Free and discounted orthodontic treatments

Pay

$50,000 – $65,000 annually

Schedule

Monday – Wednesday: 8:45 am – 5:00 pm
Thursday – Friday: 6:45 am – 3:00 pm
Two Saturdays per month

Location: 5778 S. 108th Street, Hales Corners, WI 53130