Assistant Office Manager

Nevada Dental Benefits Ltd.; Nevada (IA); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Health benefits

Paid time off & holidays

Competitive salary

Job summary

Nevada Dental Benefits Ltd. is seeking an Assistant Office Manager to oversee the front desk, scheduling, and financial processes in a dental practice. You will lead the front office team, ensure accurate patient records, and coordinate claims and referrals to support smooth operations.

This full-time position emphasizes strong communication, leadership, and customer service in a fast-paced dental setting, with a focus on patient-centered care and interdepartmental collaboration.

Qualifications

• 2+ years of experience in a dental front desk or administrative role
• Familiarity with dental terminology, insurance processes, claims, and scheduling systems
• Proficiency with dental office software
• Excellent communication, leadership, and customer service skills
• Ability to multitask, prioritize, and work efficiently in a fast-paced environment

Responsibilities

• Oversee daily front desk functions including patient check-in/out, scheduling, and communication.
• Maintain an organized, professional, and welcoming front office environment.
• Ensure accuracy of patient records, forms, and documentation.
• Monitor office supplies and coordinate ordering as needed.
• Lead, mentor, and support front office staff to maintain a collaborative, high-performing team.
• Train new administrative employees on systems, procedures, and practice expectations.
• Coordinate scheduling and workflow assignments for the front office team.
• Provide ongoing feedback and communicate performance concerns to management.
• Takes initiative to resolve operational challenges and improve processes.
• Ensure a high-quality, patient-centered experience from arrival to departure.
• Resolve elevated patient concerns with professionalism and empathy.
• Act as the main liaison between the Center Patient Experience team and the dental leadership team, ensuring clear communication and follow-through on patient experience initiatives.
• Monitor patient satisfaction trends and help implement service improvements.
• Monitor Google reviews and proactively respond to patients online and in person.
• Identifies issues, develops solutions, and follows through to resolution.
• Oversee and optimize appointment scheduling to meet daily and monthly goals.
• Manage complex scheduling needs including treatment plans, follow-ups, and outside referrals.
• Reduce cancellations and no-shows through proactive communication and confirmation processes.
• Oversee and submit the weekly deposit, ensuring accuracy and timely reporting.
• Track and manage daily metrics/stats, including production, collections, patient flow, schedule utilization, and other KPIs.
• Support financial discussions with patients such as treatment plan estimates and payment options.
• Verify insurance benefits and assist with billing and accounts receivable tasks.
• Manage the full claims process, including submission, tracking, corrections, and follow-up on outstanding or denied claims.
• Oversee the referral process, ensuring timely coordination, accurate documentation, and communication with referring providers and patients.
• Maintain detailed records of claims and referrals for reporting and compliance.
• Ensure adherence to HIPAA, OSHA, and other privacy and safety regulations.
• Serve as a communication bridge between clinical and administrative teams.
• Participate in staff meetings, training sessions, and process improvement initiatives.

Skills

Dental terminology

Front desk operations

Team leadership

Scheduling software

Communication skills

Customer service

Multitasking

Tools

Practice management software

Insurance processing systems

Job description

Job Title: Assistant Office Manager

Reports to: Office Operations Manager Department: Administrative / Front Office Status: Full-time

Position Summary

The Assistant Office Manager oversees the daily operations of the dental practice's front desk, ensuring a smooth, efficient, and patient-centered experience. This role manages administrative workflows, leads the front office team, and plays a key role in supporting financial processes, metrics tracking, and communication between departments. The Assistant Office Manager is also responsible for maintaining accurate data, coordinating claims and referrals, and serving as a liaison between the Center Patient Experience team and the dental leadership team.

Key Responsibilities

Front Office Operations

• Oversee daily front desk functions including patient check-in/out, scheduling, and communication.
• Maintain an organized, professional, and welcoming front office environment.
• Ensure accuracy of patient records, forms, and documentation.
• Monitor office supplies and coordinate ordering as needed.

Team Leadership & Training

• Lead, mentor, and support front office staff to maintain a collaborative, high-performing team.
• Train new administrative employees on systems, procedures, and practice expectations.
• Coordinate scheduling and workflow assignments for the front office team.
• Provide ongoing feedback and communicate performance concerns to management.
• Takes initiative to resolve operational challenges and improve processes.

Patient Experience & Coordination

• Ensure a high-quality, patient-centered experience from arrival to departure.
• Resolve elevated patient concerns with professionalism and empathy.
• Act as the main liaison between the Center Patient Experience team and the dental leadership team, ensuring clear communication and follow-through on patient experience initiatives.
• Monitor patient satisfaction trends and help implement service improvements.
• Monitor Google reviews and proactively respond to patients online and in person.
• Identifies issues, develops solutions, and follows through to resolution.

Scheduling & Treatment Coordination

• Oversee and optimize appointment scheduling to meet daily and monthly goals.
• Manage complex scheduling needs including treatment plans, follow-ups, and outside referrals.
• Reduce cancellations and no-shows through proactive communication and confirmation processes.

Financial & Administrative Responsibilities

• Oversee and submit the weekly deposit, ensuring accuracy and timely reporting.
• Track and manage daily metrics/stats, including production, collections, patient flow, schedule utilization, and other KPIs.
• Support financial discussions with patients such as treatment plan estimates and payment options.
• Verify insurance benefits and assist with billing and accounts receivable tasks.

Claims & Referral Management

• Manage the full claims process, including submission, tracking, corrections, and follow-up on outstanding or denied claims.
• Oversee the referral process, ensuring timely coordination, accurate documentation, and communication with referring providers and patients.
• Maintain detailed records of claims and referrals for reporting and compliance.

Compliance & Communication

• Ensure adherence to HIPAA, OSHA, and other privacy and safety regulations.
• Serve as a communication bridge between clinical and administrative teams.
• Participate in staff meetings, training sessions, and process improvement initiatives.

Qualifications

Required:

• 2+ years of experience in a dental office front desk or administrative role.
• Strong understanding of dental terminology, insurance processes, claims, and scheduling systems.
• Proficiency with dental office software.
• Excellent communication, leadership, and customer service skills.
• Ability to multitask, prioritize, and work efficiently in a fast-paced environment.

Preferred:

• Previous leadership or supervisory experience.
• Experience in metrics reporting, claims management, and financial coordination.
• Bilingual abilities

Work Environment

• Patient-focused, professional dental practice setting.
• Requires reliability, strong communication skills, and consistent attendance.

Compensation & Benefits

• Competitive salary
• Health benefits
• Paid time off and holidays