Clinical Office Manager

What you'll do:

• Administrative Management
• Oversee daily front office operations to maintain organization and workflow efficiency
• Manage and maintain patient records in compliance with HIPAA regulations
• Implement and uphold office policies and standard operating procedures
• Cook up and utilize practice management software (e.g., Dentrix, Eaglesoft, Ascend)
• Cook up and utilize staff meetings, continuing education sessions, and team training
• Financial Oversight
• Maintain and manage accounts receivable (A/R) and accounts payable (A/P)
• Supervise insurance billing, claims processing, and follow-ups
• Avoiding late payments and collecting co-pays and patient balances at the time of service
• Develop and maintain the office budget, identifying cost-saving opportunities
• Track cash flow
• Team Leadership and Human Resources
• Recruit, hire, train, and manage front office, billing, and administrative personnel
• Conduct staff performance reviews and provide regular coaching and feedback
• Manage daily and long-term staff scheduling to ensure optimal patient flow and service coverage
• Foster positive team culture, mediate conflicts, and support staff engagement
• Ensure adherence to employment laws, OSHA standards, and state dental board regulations
• Patient Relations and Experience
• Ensure welcoming and professional patient experience from scheduling to post-treatment follow-up
• Resolve patient concerns or complaints in a prompt and professional manner
• Oversee the new patient intake process and ensure effective communication at all stages
• Promote treatment acceptance through financial consultations and patient education
• Manage patient recall and reactivation programs to support continuity of care
• Practice Growth and Marketing
• Monitor key performance indicators (KPIs), such as: production, collection rate, new patient numbers, and patient retention
• Collaborate on marketing strategies, such as reviews, referrals, or social media
• Build relationships with referring providers and community partners
• Monitor and execute marketing campaigns
• Compliance and Risk Management
• Ensure compliance with HIPAA, OSHA, and infection control regulations
• Conduct regular audits to assess regulatory compliance and operational efficiency

Requirements:

• Bachelor's Degree in healthcare administration, business, or related field preferred
• Education and related work experience can be considered in lieu of bachelor's degree
• Proven experience in dental office management or healthcare administration
• Proficient with dental practice management software (e.g., Dentrix, Open Dental, Eaglesoft)
• Proficient in Microsoft Office Suite
• Strong leadership and team management skills
• Excellent organizational, multitasking, and problem-solving skills
• Knowledge of dental insurance processes, CDT coding, and billing practices
• Exceptional interpersonal and communication skills
• Understanding of HIPAA, OSHA, and state regulatory requirements

Benefits:

• Health insurance
• Vision insurance
• Dental insurance
• 401k with employer contribution
• Life insurance
• Paid Time Off
• Paid Holidays