Dental Office Manager Assistant

Dentalzen; Whitby; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading dental practice in Whitby is seeking a supervisory role responsible for overseeing staff, managing operations, and ensuring a high standard of patient care. The position involves training, conflict resolution, and operational support to enhance the patient experience and office efficiency.

Responsibilities

• Oversees staffing and provides necessary training.
• Manages inventory and performs administrative tasks.
• Ensures quality standards in dental procedures and customer service.

Job description

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

STAFF SUPERVISION :

• Oversees staffing, ensuring staff understand their roles and company policies, and provides necessary training or constructive feedback.
• Acts as a liaison between associates and patients.
• Handles conflicts and provides resolution.
• Identifies employees with potential for career growth and communicates opportunities to HR.
• Assists the Office Manager with staff scheduling, coverage during absences, and monitoring overtime, informing the Regional Office Manager as needed.
• Ensures dental receptionists manage calls effectively, providing training when necessary.
• Participates in recruitment, onboarding, training, and offboarding processes with HR.

OPERATIONAL SUPERVISION :

• Supports the Regional Office Manager in overseeing production and expenses.
• Handles opening and closing of the office as required.
• Manages inventory, supports cost reduction efforts.
• Performs administrative tasks such as bank deposits, invoicing, accounts receivable, managing communications, preparing insurance estimates, front desk duties, and assisting in dental procedures when needed.
• Maintains patient data securely, complying with privacy regulations.
• Upholds professionalism and motivates staff.
• Ensures quality standards in dental procedures, customer service, sterilization, and health protocols, complying with PHIPA, IPAC, and relevant guidelines.
• Represents the office in management meetings.
• Prepares management reports, including production summaries, accounts receivable aging, write-offs, collections, inventory, and new patient reports.
• Ensures the office is stocked and operational, communicating needs to the Regional Office Manager.
• Supports marketing initiatives.
• Maintains a safe, clean, and professional environment.
• Collaborates with management across the company as needed.

PATIENT EXPERIENCE :

• Sets communication standards, responds to patient needs promptly, and builds relationships.
• Ensures smooth patient flow and addresses any disruptions.
• Manages patient scheduling and oversees new patient intake.
• Presents treatment plans when appropriate.
• Educates patients and ensures staff do the same.
• Resolves patient issues following company policies and healthcare standards.