Office Manager - S

About the Role

Our Office Managers oversee daily operations of the dental practice, including supervising team members, managing patient flow, achieving team goals, and providing mentorship and training. They serve as a vital link between the dentist and the entire team, ensuring smooth communication and coordination. This position requires a leader who exemplifies our values of I.M.P.A.C.T:

• Integrity: Do the right thing when no one is looking.
• Mentorship: We learn from the best and share with the rest.
• Partnership: Teamwork, unity & collaboration go faster and further.
• Action: We relentlessly pursue results & continuous improvement.
• Caring: We believe empathy will transform lives and strengthen communities.
• Transparency: We have radically candid conversations to build authentic relationships.

Responsibilities

Daily Operations

• Supervise all practice activities and ensure effective coverage for all positions.
• Manage all opening and closing duties, including reconciling daily financials.
• Oversee supply inventory and act as the primary point of contact for the practice.
• Manage internal billing invoices, maintain CPR certifications, and ensure compliance with all office policies, including safety and regulatory procedures.
• Utilize tools and resources such as Workday, myLearning, metric software, and P&L reports to run the office efficiently.

Communication & Leadership

• Plan, organize, and facilitate daily morning huddles and additional team meetings.
• Develop and maintain positive relationships with doctors and regional managers to ensure effective communication across all levels.

Practice Performance

• Achieve results by meeting or exceeding expected monthly and quarterly performance metrics.
• Ensure accurate and accessible end-of-day, weekly, monthly, and quarterly tracking and reporting for doctors and upper management.
• Monitor, analyze, and report on weekly/monthly KPIs.
• Ensure alignment with quarterly IMPACT goals and report on progress to Regional Manager and Doctors as requested.

Team Member Management & Support

• Supervise all practice team members, including performance management and issue/conflict resolution.
• Act as a trusted advisor, providing ongoing guidance, coaching, and support.
• Cross-train team members for professional development and office efficiency.
• Manage recruiting, hiring, and onboarding of new team members.
• Oversee team schedules, payroll, time & attendance, and maintain the appointment scheduler with up-to-date office hours and doctor availability.

Patient Support & Guidance

• Communicate with patients courteously, empathetically, and professionally.
• Prioritize patient experience by managing phone systems for timely responses and overseeing patient flow.
• Step in to assist wherever needed and encourage patients to accept treatment.
• Ensure accuracy and attention to detail to minimize patient complaints.

Qualifications

Skills & Passion

• Natural ability to relate to others with compassion and empathy.
• High level of emotional intelligence and passion for helping others and ensuring practice success.

Communication

• Confident communicator with excellent presentation skills.
• Over-communicates to eliminate doubts, seeks regular feedback, summarizes key points, and adapts communication style to the audience.

Technical Proficiency

• Comfortable troubleshooting technical issues and communicating with IT as needed.
• Proficient in Microsoft Programs (Excel, PowerPoint, Word, etc.).

Problem-Solving & Collaboration

• Proactive in finding creative solutions to overcome obstacles and engaging team members in issue resolution.
• Comfortable mediating and resolving conflicts professionally and objectively.
• Thrives in team environments and enjoys working with cross-functional teams.