DENTAL OFFICE MANAGER

About the Role

We are seeking a detail-oriented Dental Office Manager to join our integrated care clinic that combines primary care, behavioral health, and opiate treatment. This role is an excellent opportunity to work in an environment that believes in a holistic approach to healthcare and demonstrates a commitment to employee wellbeing through a supportive and growth-oriented culture.

Responsibilities

• Manages daily office operations to ensure smooth patient flow and optimal scheduling efficiency.
• Provides supervision, mentoring, training, and development opportunities for Dental Assistants, Dental Hygienists, and Dental Receptionists, including regular performance check-ins and feedback using a clear structure (e.g., daily huddles and SBAR).
• Leads regular staff meetings and fosters a positive, collaborative office culture.
• Approves timecards and scheduled PTO requests, ensuring the dental clinic is well-staffed.
• Ensures compliance with WISHA, HIPAA, and state dental regulations.
• Evaluates and reviews office production and procedures to develop new ways to improve efficiency with office operations, patient retention, and profitability.
• Takes ownership of the dental budget, including managing office overhead, tracking expenses, and overseeing purchasing.
• Assists with creating electronic charts for new patients in the dental electronic health record (EHR) and enters and updates their personal information, including annual health histories.
• Assists front desk staff with scheduling patient appointments and filling cancellations and missed appointments by considering treatment plans and availability.
• Identifies patient insurance benefits and verifies coverage before each appointment.
• Creates cost estimates for treatment and completes prior authorizations.
• Assists front desk staff with presenting financial arrangements clearly to patients, answering questions regarding coverage, patient portions, and financing options (e.g., sliding fee scale).
• Assists front desk staff with providing uninsured patients with resources for signing up for insurance or applying for the sliding fee scale if eligible.
• Develops, manages, and maintains employee schedules to ensure appropriate staffing coverage for PTO and other planned or unplanned absences, while optimizing staff efficiency, patient access, and time spent delivering direct patient care.
• Coordinates with other departments regarding client care, such as Transportation and Client Services.
• Sends referrals to specialists with all necessary supporting documentation and conducts monthly follow-ups on referred patients.
• Assists front desk staff with scanning patient-related correspondence as it arrives into the appropriate electronic chart.
• Addresses and resolves patient complaints, concerns, or special requests with empathy and professionalism.
• Maintains a warm, welcoming front office environment that reflects the practice’s values.
• Handles complex scheduling issues and treatment plan follow-ups to maintain strong patient retention.
• Fills in at the dental front desk should a Dental Receptionist be absent.
• Other duties as assigned.

Requirements

• Bachelor’s degree in healthcare administration, business administration, or a related field preferred, or a minimum of three years of experience in a dental office management role.
• Proficiency with dental practice management software (e.g., Dentrix) required.
• At least three years’ experience managing a team, delegating tasks effectively, and resolving conflict required.
• Strong time management skills and multitasking ability required.

Skills

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Exceptional verbal and written communication skills, with a focus on patient education and satisfaction.
• Understanding and adherence to state (RCW & WAC) and federal (HIPAA & 42 CFR Part 2) confidentiality regulations.
• Ability to work in a cross-cultural environment and understanding of the social and cultural context of patients, including the role of trauma, historical, community, family, and personal experience in wellness and recovery.
• Proficiency with Microsoft Office Suite and other related programs.

Benefits

• Competitive base compensation and benefit package.
• Comprehensive health, dental, and vision insurance.
• Employer-paid life insurance, AD&D, short- and long-term disability.
• 401(k) Retirement Plan with up to a 4% employer matching.
• 4+ weeks of Paid Time Off (PTO).
• 13 paid holidays observed.
• Great working hours for work-life balance.

Pay

$85,000 to $95,000 annually.

Physical Requirements

• Prolonged periods of standing, leaning, and bending.
• Must be able to lift up to 15 pounds at times.