Office Manager at Vincent Team Orthodontics

Responsibilities

• Ensure operations of practice and patient flow are reflective of the mission and practice values.
• Resolve insurance, financial and scheduling issues daily.
• Facilitate maximization of resources daily to achieve patient satisfaction, meet practice goals, and effective daily schedule adherence.
• Maintain master calendar for all office locations: review daily and communicate changes; adjust schedule for patient emergencies; establish monthly schedules for patient care, time off and on‑call rotations; 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; adjust as needed; 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 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; coordinate OSHA training; ensure OSHA representatives in each office are well trained and understand their roles.
• Liaise to coordinate all staff training: work collaboratively with Clinical Supervisor to assess performance, coordinate and provide training for clinic and front office staff to ensure uniform procedures and knowledge; recommend necessary training to doctors; 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 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 by participating in applicable continuing education programs, conferences, seminars and workshops.
• Ensure the office is compliant in following company protocols and with state regulatory agencies.
• Assist 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.
• Participate in the medical office emergency routine when required; summon ambulance or EMS or assist other staff members as needed.
• Navigate software without assistance.
• Always represent the practice in a professional, pleasant, and cooperative manner.
• Maintain regular attendance and adhere to assigned work schedules and office policies.
• Be flexible.
• Excel in forward thinking to anticipate the needs of the patient and dental team.
• Coordinate equipment repairs.
• May be required to travel between office locations.
• Perform 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.
• As a condition of employment, qualified applicants will be subject to a background check, including criminal history, driving history and character references.
• 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.

Qualifications

• 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.

Skills

• Self‑motivated with willingness to exceed patient and employee expectations.
• Exceptional knowledge of problem solving, interpersonal and management skills.
• Business acumen.
• Ability to navigate software without assistance.
• Professional, pleasant, and cooperative manner.
• Regular attendance and adherence to assigned work schedules.
• Flexibility.
• Forward thinking to anticipate patient and team needs.
• Ability to travel between office locations.
• Insurable by the company’s insurance.

Benefits

• Comprehensive Benefits Package: Medical, Dental, Vision, and 401(k)
• Paid holidays
• Paid time off

Schedule

• Work rotating on‑call scheduled holidays, evenings, or weekends.