Assistant Clinic Manager (Willowbrook)

Orthodontic Experts Ltd; Illinois; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Paid Training

Travel Pay

Clinical Bonuses

Paid Time Off

Medical, Dental, Vision, and Life Insurance

401(k) and matching

Tuition Assistance Program

Job summary

Orthodontic Experts Ltd is seeking an Assistant Clinic Manager to manage daily operations and staff productivity in Illinois. You will oversee patient scheduling, manage complaints, and conduct financial consultations. The role requires a Bachelor's degree, 3-4 years' office administration experience, and excellent communication skills. Benefits include paid training, medical insurance, and opportunities for bonuses. The clinic is committed to exceptional patient care and employee satisfaction.

Qualifications

• 3-4 years of experience in office administration required.
• 2 years of office management experience required.
• Travel availability to multiple locations is expected.

Responsibilities

• Manage scheduling and patient flow efficiently.
• Coordinate monthly meetings for clinical staff.
• Conduct financial consultations and track payments.

Skills

Communication

Microsoft Office Suite

Office Management

Customer Service

Education

Bachelor degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Google Suites

Job description

Description

At Orthodontic Experts, we are passionate about delivering exceptional patient care and advancing the standard of orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, Indiana, and Indianapolis, and more on the way, we are a rapidly growing organization committed to transforming smiles and changing lives.

About us

We are seeking dedicated team members who share our commitment to high-quality care and who embody our Core Values:

• 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 be responsible for overseeing staff productivity, ensuring safety and compliance regulations are met, and helping to maintain a high level of customer service.

Responsibilities

• Manages the efficient and effective scheduling of patients and adjusts as needed
• Monitors no-shows and manages the necessary calls and re-scheduling
• Conducts sessions with patients for reviewing treatment and payment plans
• Handles patient complaints and provides 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 to include new patient calls, emergencies, scheduling patient appointments, requesting records, and follow up.
• Cash handling
• Assisting 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.
• Reputation management of the clinic.
• 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.
• Travel availability to Harwood Heights , Pilsen and Kedzie

Working Hours/Location

• Monday – Wednesday 8:45am – 5:00pm
• Thursday - Friday 6:45am – 3:00pm
• 2 Saturdays per month
• Two 9:45 am to 6:00 pm shifts per month
• 305 W. 75th St , Willowbrook, IL 60527

Benefits

• 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