Assistant Clinic Manager (Madison, WI)

Orthodontic Experts Ltd; Wisconsin; On-site; USD 40,000 - 70,000; Full time

Job summary

Join a dynamic team at a forward-thinking orthodontic practice dedicated to excellence and community impact. As an Assistant Clinic Manager, you'll play a crucial role in overseeing daily operations, enhancing patient experiences, and ensuring compliance with safety regulations. This position offers a unique opportunity to work closely with management while fostering a positive environment for both staff and patients. You'll be involved in scheduling, handling patient inquiries, and maintaining high standards of service. If you're passionate about making a difference in people's lives and thrive in a collaborative setting, this role is perfect for you!

Benefits

Paid Training

Travel Pay

Clinical Bonuses

Paid Time Off

Holiday Pay

Medical Insurance

Dental Insurance

Vision Insurance

401(k) and matching

Tuition Assistance Program

Qualifications

• 3-4 years of experience in office administration required.
• 2 years of office management experience preferred.
• Must be fluent in Spanish.

Responsibilities

• Manage daily clinic operations and staff productivity.
• Handle patient scheduling, complaints, and consultations.
• Ensure compliance with safety regulations and maintain office standards.

Skills

Office Administration

Customer Service

Fluency in Spanish

Communication Skills

Problem Solving

Education

Bachelor's Degree or Equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Google Suites

Job description

Description

About us:

Orthodontic Experts is dedicated to quality care and orthodontic excellence. We are a community committed to making a difference in the lives of our patients. We are looking for the best of the best to join our team. We currently have twenty-eight offices in the greater Chicagoland area, Wisconsin, and Indiana. This year we are on track to open additional offices! Our core values consist of the following:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

Job Description:

As an Assistant Clinic Manager, you will be responsible for working with upper management in organizing and managing the daily operations of our clinic. You will oversee staff productivity, ensure safety and compliance regulations are met, and help maintain a high level of customer service.

Tasks include but are not limited to:

• Manage the efficient and effective scheduling of patients and adjust as needed
• Monitor no-shows and manage the necessary calls and re-scheduling
• Conduct sessions with patients for reviewing treatment and payment plans
• Handle patient complaints and provide feedback to Providers/Assistants on issues related to clinical matters
• Provide weekly and monthly reporting to leadership
• Coordinate and facilitate monthly meetings for clinical staff
• Take responsibility for the appearance and functionality of the office
• Maintain facilities and equipment in accordance with hygiene and safety regulations including OSHA
• Participate in marketing events
• Explain the treatment plan, address patient concerns and answer any questions
• Assist the patient in prioritizing the treatment and establish a plan for scheduling and payment arrangements
• Build trust and understand the patient’s objectives
• Conduct financial consultations with all new patients and with existing patients when new treatment plans are presented.
• Manage and maintain the payment options and policies for patients
• Understand the practice’s policy on working with Ortho benefit plans and be prepared to educate patients on their dental benefits.
• Oversee and track ortho benefit plan accounts receivable and follow-up on claims regularly to ensure timely payment.
• Communicate with all outside and third-party financing companies offered to patients and educate patients on the available outside financing options.
• Track patient accounts receivable and outstanding balances to ensure timely payment.
• Assist in Practice’s collections protocol for all outstanding balances.
• Introduce new patients to the practice by going over health history, explaining the doctor’s examination, and describing any other features about the practice that should be highlighted.
• Conduct treatment consultations with all new patients and with existing patients when new treatment plans are presented.
• Answer incoming calls including new patient calls, emergencies, scheduling patient appointments, requesting records, and follow up.
• Assist TC with outbound calls.
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks.
• Perform general office duties and other duties as required.

Requirements:

• A bachelor degree or equivalent
• 3-4 years of experience in office administration
• 2 years of office management experience
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suites.
• Must be fluent in Spanish

Working Hours/Location:

• Monday – Wednesday 8:45am – 5:00pm
• Thursday 7:45am - 4:00pm
• Friday 6:45am – 3:00pm
• Saturdays 7:45am-1:00pm
• Be available to work 2 Saturdays per month
• Required travel for training and coverage purposes to Beloit and Menomonee Falls clinics in Wisconsin

Benefits (for our full-time employees):

• Paid Training
• Travel Pay (when traveling to sister clinics farther than 15 miles away from base clinic)
• Clinical Bonuses
• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife MetLaw Legal Insurance
• Transit Reimbursement - Commuter Account
• Free and discounted Orthodontic Treatments