Dental Office Manager Assistant

DentalZen; Whitby; On-site; CAD 50,000 - 70,000; Full time

Job summary

A dental care provider in Whitby is looking for an experienced office manager to oversee staff, ensure operational efficiency, and enhance patient experience. This role involves supervising staff, maintaining inventory, managing patient scheduling, and supporting marketing initiatives. Candidates should possess strong leadership skills, a commitment to high standards of patient care, and the ability to effectively manage conflict and communications within the office environment.

Qualifications

• Strong leadership and supervision skills.
• Excellent communication abilities with staff and patients.
• Ability to manage conflict effectively.

Responsibilities

• Oversee staffing and ensure staff training.
• Assist in operational efficiency and cost control.
• Maintain patient experience standards and address inquiries.

Job description

The responsibilities include, but are not limited to the following:

Staff Supervision

• Oversees staffing and ensures that each staff member understands the scope of his/her position, and policies within the company, and that they receive appropriate and constructive criticism and/or training when necessary.
• Acts as a liaison between Associates and patients.
• Responds to conflict and provide conflict resolution.
• Identifies and recognizes employees who may have successful career development opportunities in the company. Communicates this information to HR.
• Assist the Office Manager in maintaining staff schedules, ensuring that a position is temporarily covered appropriately in the case of an absent staff member, and keeping an eye on reducing employee overtime as well (informing the Regional Office Manager when needed).
• Call management - Ensures dental receptionists are managing calls effectively, returning calls, identifying training where needed.
• Participates in the recruitment process with Human Resources, identify staffing needs prospectively, and as they may arise. Helps to facilitate onboarding and training, and participates also in off boarding and dismissal protocol with Human Resources.

Operational Supervision

• Assists Regional Office Manager in overseeing production and expenditure.
• Opens and closes the office, as required.
• Ensures inventory control and supports cost reductions.
• Complete administrative functions including bank deposits, invoice processing, supporting A/R, maintaining office email and mail, preparing estimates for insurance as required, working in the front desk, and dental assisting when needed.
• Maintains patient data according to regulations and company policies, ensuring that records are stored securely and in compliance with privacy and security regulations.
• Maintains a high level of professionalism in offices and motivates staff.
• Maintains quality assurance with respect to dental procedures, customer service, sterilization techniques, and health standards. Ensures compliance with PHIPA, IPAC, and all relevant guidelines.
• Represents office at corporate and management meetings, where required.
• Provides management and corporate reports where necessary (including, but not limited to, production summaries, A/R aging reports, Write-off/adjustment reports, Collection/Deposit reports, inventory counts, new patient reports, etc.).
• Ensures clinic is stocked and operational, communicating any needs to the Regional Office Manager.
• Supports marketing and promotional initiatives.
• Takes responsibility for the appearance and functionality of the office, ensuring a safe, professional, and clean environment.
• Works with management across the company, if assistance or insight is needed.

Patient Experience

• Sets the standard for communication with patients, responding efficiently and appropriately to patient needs and inquiries, and establishing relationships where possible.
• Takes responsibility for the smooth and efficient flow of patients and handles any situation that may be slowing or stopping patient flow.
• Manages patient scheduling and directs patient traffic flow. Oversees that new patient intake is completely full.
• Presents treatment plans to patients when needed.
• Educates patients whenever possible and appropriate and ensures that all staff members are educating patients appropriately.
• Resolves patient issues in accordance with company policies and procedures, healthcare regulations, and dental board standards.