Assistant Practice Manager

Lightwave Dental Management LLC; Centreville (VA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

HIPAA training

Job summary

Lightwave Dental Management LLC is seeking an Assistant Practice Manager to support the Practice Manager in daily operations of a busy dental practice in Centreville, VA. The APM ensures staffing, training, and adherence to procedures, while acting in place of the Practice Manager when needed.

The role involves recruitment, onboarding, staff development, payroll-related tasks, HIPAA compliance, and collaboration across teams to deliver quality patient care and smooth practice management.

Qualifications

• Bachelor's or Associate's Degree preferred or equivalent combination of education and experience.
• Minimum of one year of experience in a dental or related field.
• 2–3 years of supervisory/management experience in a dental or similar field.
• Knowledge of dental terminology and dental office procedures.
• Knowledge of dental insurance plans and claims processing.
• Proficiency with MS Office 365.
• Strong communication, leadership and interpersonal skills.

Responsibilities

• Foster strong staff relationships and assist Practice Manager to address concerns.
• Support recruitment, training, onboarding, notes team development, retention, and performance management.
• Ensure key performance metrics for managing a practice; forecast results and balance financial data; assist with audits.
• Respond efficiently to patient and doctor needs and inquiries.
• Ensure delivery of quality dental care to patients.
• Maintain a customer-ready dental practice environment.
• Monitor staff scheduling and optimize coverage.
• Assist with HR/payroll documents and timekeeping.
• Conduct regular staff meetings and daily huddles to improve communication and development.
• Resolve patient issues per company policies.
• Perform additional tasks to achieve practice/organization goals.
• Serve as on-site HIPAA contact person.
• Audit daily follow-ups and track missing items.
• Assist in marketing and practice promotion activities.
• Provide marketing support as media liaison and by updating social pages.
• Learn from Practice Manager and perform related tasks as needed.
• Participate in educational opportunities and professional networks.

Skills

Communication skills

Leadership

Training

Interpersonal skills

Presentation skills

Problem-solving

MS Office 365

Knowledge of dental terminology

Insurance/claims processing knowledge

Education

Bachelor's or Associate's Degree or equivalent

Tools

MS Office 365

Job description

Position Summary:

The Assistant Practice Manager (APM) is responsible for assisting the Practice Manager in the day-to-day operations of the dental practice, ensuring that proper procedures and protocols are being followed. The APM will help to ensure that the office is staffed with capable, trained, self-motivated team members and doctors, who understand and uphold the practice’s shared purpose and vision, as demonstrated by their actions. Additionally, the APM will have the full authority to act in place of the Practice Manager when not present.

Responsibilities:

• Works to foster a strong working relationship amongst staff members and assists Practice Manager to address concerns
• Works with Practice Manager on recruitment, training, onboarding, notes team development, retention, and performance management
• Ensures key performance metrics for successfully managing a practice; forecast results; ensure all budget and production expectations are met or exceeded; ensure financial data and records are balanced; responsible for practice passing all financial audits
• Respond efficiently to patient and doctor needs and inquires
• Ensure the delivery of quality dental care to patients
• Ensures that all areas of the dental practice are customer-ready
• Monitors schedule to effectively schedule staff
• Assist Practice Manager with completion and submittal of HR and payroll related documents accurately and timely as required including new hire and termination forms and all changes for employees; have employees verify and sign their own payroll time sheets
• In conjunction with Practice Manager conducts regular staff meetings and daily a.m. huddles; seizes opportunities to foster communication, provide organization and practice updates, share information, teach and continually challenge and develop staff
• Resolve patient issues in accordance with company policies and procedures
• Perform additional tasks as assigned to achieve practice/organization goal
• Serves as on-sight HIPAA contact person
• Audits daily follow up, tracks who is missing items daily
• In an effort attract new patients and educate on specialty services, assists in marketing and practice promotion activities
• Additionally, provides marketing support by serving as a media liaison, updates webpage and spotlights for social media
• Take opportunities to learn from Practice Manager and should be able to perform all Practice Manager tasks
• Participates in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations

Qualifications:

• Bachelor's or Associate's Degree preferred or equivalent combination of education and experience
• A minimum of one year of experience in a dental or related field
• 2 - 3 years of supervisory/management experience in a dental or similar field
• Knowledge of dental terminology
• Knowledge of dental office procedures
• Knowledge of insurance plans and claims processing
• Knowledge of MS Office 365
• Communication skills
• Demonstrated effective leadership, training, written and verbal communication, and interpersonal and presentation skills to drive results
• Excellent critical reasoning, decision-making, and problem-solving skills to analyze situations, determine risks, and find solutions to prevent future issues and resolve recurring defects