Assistant Clinic Manager (Willowbrook)

Orthodontic Experts; Illinois; On-site; USD 33,062 - 34,440; Full time

Benefits offered by this job

Paid Training

Clinical Bonuses

401(k) and matching

Pet Insurance

Free and discounted Orthodontic Treatments

Job summary

Orthodontic Experts seeks an Assistant Clinic Manager in Willowbrook, IL to oversee the daily operations of the clinic. You'll manage patient scheduling, staff productivity, and ensure excellent customer service while maintaining safety compliance.

Ideal candidates will have a degree and several years of management experience. This full-time role offers comprehensive benefits, including medical and dental insurance, paid time off, and opportunities for clinical bonuses.

Qualifications

• 3–4 years of experience in office administration.
• 2 years of office management experience.
• Excellent computer skills required.

Responsibilities

• Manage daily operations and staff productivity.
• Conduct financial consultations with patients.
• Handle patient complaints and provide feedback.

Skills

Microsoft Word

Microsoft Excel

Office Administration

Office Management

Customer Service

Education

Bachelor's degree or equivalent

Tools

Google Suites

Job description

About us: At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

Job Type: Full-time

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.

Key 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 clinical matters
• Provides 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 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 and educate patients on available outside financing options
• Track patient accounts receivable and outstanding balances to ensure timely payment
• Assist in the practice’s collections protocol for all outstanding balances
• Introduce new patients to the practice by reviewing health history, explaining the doctor’s examination, and describing any other features of the practice that should be highlighted
• Conduct treatment consultations with all new patients and, when new treatment plans are presented, with existing patients
• Answer incoming calls including new patient calls, emergencies, scheduling appointments, requesting records, and follow up
• Handle cash and assist TC with outbound calls
• When traveling to another clinic, perform all duties and responsibilities of the role including administrative tasks
• Manage the clinic’s reputation
• Perform general office duties and other duties as required

Requirements

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

Benefits (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

Salary

Pay Range: $24–$25 per hour