Office Manager at Fairbanks Orthodontics

About the Role

Ensure operations of the practice and patient flow reflect the mission and values of the practice. Resolve insurance, financial, and scheduling issues daily while maximizing resources to achieve patient satisfaction, meet practice goals, and maintain effective schedule adherence.

Responsibilities

• Maintain the master calendar for all office locations, including daily reviews, communication of changes, schedule adjustments for emergencies, and coordination of monthly schedules for patient care, time off, and on-call rotations.
• Monitor staff workload, hold staff accountable for daily performance, and maintain a "to do" list for staff during downtime.
• Lead and motivate staff to achieve excellent performance standards, address policy issues promptly, and serve as a role model and coach.
• Work with Human Resources to administer the progressive discipline policy for all offices.
• Track practice metrics, prepare daily and weekly reports, and help doctors monitor, review, and analyze practice performance relative to established goals.
• Perform daily quality checks of patient records and follow up on areas of concern.
• Ensure OSHA compliance by maintaining logs, facilitating staff training, coordinating OSHA training, and ensuring representatives in each office are well-trained.
• Coordinate all staff training, collaborate with the Clinical Supervisor to assess performance, and recommend necessary training to doctors.
• Prepare and coordinate content for monthly administrative days, including agendas and materials, and own leadership meetings.
• Manage staff PTO by reviewing and approving requests and updating the master calendar.
• Handle basic accounting and financial transactions, including analyzing financial reports, running monthly AP/AR reports, preparing bank deposits, and reviewing patient accounts.
• Work with the Marketing Manager on marketing efforts and patient promotions.
• Maintain professional knowledge through affiliations with professional organizations and continuing education.
• Ensure office compliance with company protocols and state regulatory agencies.
• Assist team members through coaching, job shadowing, and training in areas such as patient service, treatment plan presentation, and insurance benefit explanations.
• Perform staff evaluations.
• Participate in the medical office emergency routine, summoning EMS or assisting staff as needed.
• Navigate software independently.
• Maintain a professional, pleasant, and cooperative demeanor at all times.
• Adhere to assigned work schedules and office policies, with regular attendance.
• Coordinate equipment repairs and travel between office locations as required.
• Perform other related duties as assigned by management.

Requirements

• Knowledge of CDT codes preferred but not required.
• Comfortable in a fast-paced, dynamic environment.
• Strong organizational, interpersonal, and communication skills.
• Experience fostering working relationships and providing excellent customer service.
• Leadership skills and business acumen.
• Self-motivated with a willingness to exceed expectations.
• Flexibility and forward-thinking to anticipate the needs of patients and the dental team.
• Willingness to work rotating on-call scheduled holidays, evenings, or weekends.
• Must be insurable by the company’s insurance.

Qualifications

• Associate’s or bachelor’s degree from an accredited college or university preferred.
• CPR Certification preferred.
• Minimum three (3) years of management experience, preferably in a dental office.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds.
• Excellent speaking and listening skills, including speech perception.
• High finger dexterity for computer work.

Equipment Used

General office equipment (e.g., computer).