Office Manager

Description

• Ensure operations of practice and patient flow are reflective of mission and practice values.
• Resolve insurance, financial and scheduling issues daily.
• Facilitate the maximization of resources to achieve patient satisfaction, meet practice goals, and effective daily schedule adherence.
• Maintain master calendar for all office locations: review daily, communicate changes, adjust schedule for patient emergencies, establish monthly schedules, coordinate and communicate changes.
• Monitor staff workload and hold staff accountable for daily performance; maintain “to do” list for staff during down time and communicate needs daily.
• Hold staff accountable for daily work; address policy issues in a timely manner; lead and motivate staff to achieve excellent performance standards; serve as a role model and coach.
• Work with Human Resources to administer progressive discipline policy for all offices.
• Track Practice metrics and prepare daily and weekly reports; help Doctors monitor, review and analyze practice performance on an ongoing basis relative to established goals; continuously develop recommendations and present to Doctors ways to improve attainment of goals.
• Perform daily quality checks of patient records; follow up with staff on areas of concern; responsible for OSHA: maintain logs; facilitate staff training; ensure compliance with mandated documentation and procedures for practice; coordinate OSHA training; ensure compliance with OSHA representatives in each office.
• Liaise to coordinate all staff training: assess performance, coordinate and provide training for clinic staff and Front Office staff, recommend necessary training to Doctors, and coordinate training for practice monthly or as needed.
• Coordinate and prepare content for monthly administrative days in coordination with Clinical Supervisor. Prepare agenda and applicable materials. Own leadership meetings and agenda.
• Manage Paid Time Off (PTO) for staff: review and approve requests for paid time off and add to master calendar.
• Responsible for basic accounting and financial transactions/coordination for practice: analyze basic financial reports; run monthly AP/AR reports; review, prepare and/or make bank deposits; review patient accounts and past due accounts monthly; prepare report for doctors and follow up with patients.
• Work with Marketing Manager on marketing efforts and patient promotions for practice.
• Maintain professional knowledge by affiliating with professional and technical organizations, and participating in applicable continuing education programs, conferences, seminars and workshops.
• Ensure the office is compliant in following company protocols and with state regulatory agencies.
• Absorb feedback from team members through coaching and job shadowing in areas of patient service, treatment plan presentation, insurance benefit explanations, handling complaints and all other training as needed.
• Perform staff evaluations.
• Self-motivated with the willingness to exceed patient and employee expectations.
• Must demonstrate exceptional knowledge of problem solving, interpersonal and management skills.
• Must have business acumen.
• Participates in the medical office emergency routine when required. Summons ambulance or EMS or assists other staff members as needed.
• Navigate software without assistance.
• Must always represent the practice in a professional, pleasant, and cooperative manner.
• Maintain regular attendance and adhere to assigned work schedules and office policies.
• Must be flexible.
• Must excel in forward thinking in order to anticipate the needs of the patient and our dental team.
• Work rotating on-call scheduled holidays, evenings, or weekends.
• Coordinate equipment repairs.
• May be required to travel between office locations. Must be insurable by the company’s insurance.
• Performs other related duties as necessary or assigned by management.

Requirements

• Knowledge of CDT codes preferred but not required.
• Must be comfortable in a fast-paced, quickly changing environment.
• Strong organization, interpersonal and communication skills are essential.
• Comfortable interacting with the general public.
• Strong skills in fostering working relationships.
• Excellent customer service and leadership skills.

Education and Experience

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

Physical Requirements

• Ability to sit, stand and walk for extended periods of time.
• Ability to lift up to 25 pounds.
• Excellent speaking and listening skills, requiring the perception of speech.
• Must have high finger dexterity to perform duties involving work on the computer.