Assistant Practice Manager

Lightwave Dental Management LLC; Midlothian (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Lightwave Dental Management LLC seeks an Assistant Practice Manager to support daily operations, staff coordination, and financial oversight in a Virginia dental practice. The APM may stand in for the Practice Manager when needed and will play a key role in team leadership and patient service.

Responsibilities include recruitment support, staff development, KPI tracking, HR/payroll tasks, marketing assistance, and ensuring compliant, high-quality dental care across the practice.

Qualifications

• Bachelor's or Associate's Degree preferred or equivalent combination of education and experience.
• Knowledge of dental terminology and dental office procedures is preferred.
• Knowledge of insurance plans and claims processing.
• Strong communication and leadership abilities.
• Interpersonal and presentation skills to drive results.

Responsibilities

• Foster strong working relationships among staff and assist Practice Manager with concerns.
• Assist with recruitment, training, onboarding, and staff development; support retention and performance management.
• Monitor key performance metrics; forecast results; ensure budget and production targets are met and financial audits pass.
• Respond promptly to patient and doctor needs and inquiries; ensure high-quality dental care delivery.
• Coordinate HR and payroll-related documents, including new hires, terminations, and time sheets.

Skills

Communication skills

Leadership

Interpersonal skills

Critical thinking

Problem-solving

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