Clinic Manager (Dekalb)

Orthodontic Experts Ltd; Sycamore (IL); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Paid Training

Clinical Bonuses

Paid Time Off

Health Insurance

401(k) matching

Transit Reimbursement

Discounted Orthodontic Care

Job summary

Orthodontic Experts Ltd is seeking a Clinic Manager to lead daily operations, manage staff, and ensure high-quality patient care at our Sycamore, IL location.

You will oversee scheduling, budgeting, compliance, and training, while coordinating with leadership to maintain efficient, patient-centered service. This full-time role requires organizational excellence and strong communication skills.

Qualifications

• Bachelor degree or equivalent is required.
• 3–4 years of experience in office administration.
• 2 years of office management experience.
• Excellent computer skills with MS Office and Google Suites.

Responsibilities

• Oversee day-to-day clinic operations and ensure smooth efficiency.
• Train and supervise office personnel and coordinate staffing.
• Manage patient scheduling and reduce no-shows with proactive calls.
• Review treatment and payment plans with patients.
• Maintain regulatory compliance and privacy standards.
• Oversee budgeting, equipment, supplies, and reporting to leadership.
• Coordinate clinic staff meetings and training events.
• Travel to other clinics as needed and handle administrative tasks.

Skills

Office administration

Staff training

Scheduling management

Customer service

Regulatory compliance

Education

Bachelor degree or equivalent

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Google Suites

Job description

Description

About us:

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With over 30 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.

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you are seeking an opportunity to grow your career in a purpose-driven, patient-centered organization, we encourage you to apply.

Job Description:

As Clinic Manager, your primary responsibility will be to oversee the day-to-day operations of the clinic, ensuring that all areas of the clinic are running smoothly and efficiently. You will be responsible for managing staff, scheduling appointments, providing quality patient care, and maintaining a safe and secure environment. The Clinic Manager will effectively manage and motivate clinic staff and ensure that all patients receive the highest quality of care.

Tasks include but are not limited to:

• Trains and supervises office personnel
• 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
• Demonstrated experience in and knowledge of scheduling systems
• Monitors and ensures all systems used in the Office are operating to peak effectiveness
• Has experience building and overseeing a medium to large team of direct reports
• Facilitates Office staff meetings to recognize team successes, communicate changes of policies and procedures, and plan the days and weeks’ events
• Ensures compliance with regulatory procedures
• Handles patient complaints and provides feedback to Providers/Assistants on issues related to clinical matters
• Equipment and supply ordering and/or issues
• Completes monthly, quarterly, and annual operation checklist
• Provide weekly and monthly reporting to leadership
• Coordinate training for clinic staff
• Coordinate and facilitate monthly meetings for clinical staff
• Maintain patient data according to regulations and company policies
• Ensure that records are stored securely and in compliance with privacy and security regulations
• Take responsibility for the appearance and functionality of the office
• Maintain facilities and equipment in accordance with hygiene and safety regulations including OSHA.
• Monitor and maintain the office budget
• Participate in marketing events
• Maintaining team members' weekly schedule
• Assist TC with making calls (Welcome calls, Lost Cases and Denied)
• Cash Handling
• Participate in Marketing events
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks.
• Other duties as assigned

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.

Working Hours/ Location/Pay:

• Monday - Wednesday 8:45am - 5:00pm
• Thursday - Friday 6:45am - 3:00pm
• 2 Saturdays per month
• Two 9:45am- 6:00pm Shifts per month
• 2496 Dekalb Ave, Unit B, Sycamore, IL 60178
• Travel availability to Algonquin, Rockford , Beloit
• Pay Range: $50,000-$65,000 annually

Benefits (for our full-time employees):

• Paid Training
• 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.