Clinic Manager (Madison)

About us

At Orthodontic Experts, we are passionate about delivering exceptional patient care and advancing the standard of orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, Indiana, and Indianapolis, and more on the way, we are a rapidly growing organization committed to transforming smiles and changing lives.

We are seeking dedicated team members who share our commitment to high-quality care and who embody our Core Values:

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

If you’re looking to grow your career with a purpose-driven, patient-centered organization, please apply with us.

Job Description

As Clinic Manager, your primary responsibility will be to oversee the day-to-day operations of the clinic, ensuring that all areas of the clinic are running smoothly and efficiently. You will be responsible for managing staff, scheduling appointments, providing quality patient care, and maintaining a safe and secure environment.

• Trains and supervises office personnel
• Manages the efficient and effective scheduling of patients and adjusts as needed
• Maintains a safe and secure environment
• Monitors no-shows and manages the necessary calls and re-scheduling
• Conducts sessions with patients for reviewing treatment and payment plans
• Demonstrated experience in and knowledge of scheduling systems
• Maintains and ensures all systems used in the Office are operating to peak effectiveness
• Has experience building and overseeing a medium to large team of direct reports
• Facilitates Office staff meetings to recognize team successes, communicate changes of policies and procedures, and plan the days and weeks’ events
• Ensures compliance with regulatory procedures
• Handles patient complaints and provides feedback to Providers/Assistants on issues related to clinical matters
• Equipment and supply ordering and/or issues
• Completes monthly, quarterly, and annual operation checklist
• Provides weekly and monthly reporting to leadership
• Covers for other clinic managers as needed
• Coordinates training for clinic staff
• Coordinates and facilitates monthly meetings for clinical staff
• Maintains patient data according to regulations and company policies
• Maintains facilities and equipment in accordance with hygiene and safety regulations including OSHA
• Maintains the office budget
• Participates in marketing events
• Maintains team members' weekly schedule
• Assists TC with making calls (Welcome calls, Lost Cases and Denied)
• Cash Handling
• Participates in Marketing events
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks
• Other duties as assigned

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
• Bilingual - Spanish

Qualifications

• 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
• Bilingual - Spanish

Skills

• Excellent communication and interpersonal skills
• Strong organizational and time management skills
• Ability to work independently and as part of a team
• Ability to handle multiple tasks and prioritize workload
• Knowledge of orthodontic practices and procedures
• Ability to handle patient complaints and provide feedback to Providers/Assistants on issues related to clinical matters

Benefits

• Paid Training
• 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

Pay

$X per hour or $Y per year, depending on experience and qualifications.

Schedule

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

Location

2717 W. Lake Street, Menomonee Falls, WI 53051
1710 Eagan Rd , Madison, WI 53704