DENTAL OFFICE MANAGER

didgʷálič Wellness Center; Anacortes (WA); On-site; USD 85,000 - 95,000; Full time

Benefits offered by this job

Competitive pay

Health, dental, vision insurance

Employer-paid life/AD&D/Disability

401(k) with match

4+ weeks PTO

13 holidays

Job summary

didgwalic Wellness Center is seeking a detail-oriented Dental Office Manager to oversee the dental office operations, front desk duties, and lead the dental team within an integrated care clinic.

The role focuses on ensuring efficient patient flow, staff development, and adherence to regulatory requirements, while providing a competitive compensation package and comprehensive benefits.

Qualifications

• Bachelor’s degree or 3+ years in a dental office management role is preferred.
• Proficiency with dental practice management software (Dentrix) is required.
• Strong time management, multitasking, and leadership abilities.
• Knowledge of HIPAA and state dental regulations and confidentiality requirements.

Responsibilities

• Oversee daily dental office operations and scheduling efficiency.
• Supervise and develop Dental Assistants, Hygienists, and Receptionists.
• Lead regular staff meetings and maintain a positive office culture.
• Verify insurance coverage and communicate payment options with patients.
• Manage budget, expenses, and purchasing for the dental office.
• Ensure compliance with WISHA/HIPAA and dental regulations.
• Coordinate with other departments for patient care and referrals.

Skills

Administrative procedures

Clear communication

Confidentiality regulations

Microsoft Office

Education

Bachelor’s degree preferred

Tools

Dentrix

Job description

The didgwalic Wellness Center is seeking a detail-oriented Dental Office Manager to join our integrated care clinic that combines primary care, behavioral health, and opiate treatment all in one place. This is an excellent opportunity to be employed in an environment that believes in the holistic approach to healthcare and demonstrates a commitment to employee wellbeing by providing a supportive environment that encourages personal and professional growth.

At didgwalic Wellness Center, we prioritize the well-being of our patients and staff alike. We offer our employees an excellent total compensation package that includes some of the following. If this sounds like an opportunity you’re interested in exploring further, please apply today!

The pay range for this position is $85,000 to $95,000 annually.

Some Of Our Benefits Include

• Competitive base compensation and benefit package.
• Comprehensive health, dental, and vision insurance
• Employer-paid life insurance, AD&D, short- and long-term disability
• 401(k) Retirement Plan with up to a 4% employer matching
• 4+ weeks of Paid Time Off (PTO)
• 13 paid holidays observed
• Great working hours for work-life balance

Job Summary

The Dental Office Manager serves as a bridge between the clinical staff, administrative personnel, and patients. This role is responsible for overseeing the dental office’s day-to-day operations, including front desk duties and leading and managing the Dental Team to promote a well-organized and efficient department.

Duties/Responsibilities

• Manages daily office operations to ensure smooth patient flow and optimal scheduling efficiency.
• Provides supervision, mentoring, training, and development opportunities for Dental Assistants, Dental Hygienists, and Dental Receptionists, including regular performance check ins and feedback using a clear structure to develop and sustain an optimal department flow (e.g., daily huddles and SBAR).
• Leads regular staff meetings and fosters a positive, collaborative office culture.
• Approves timecards and scheduled PTO requests, ensuring the dental clinic is well-staffed.
• Ensures compliance with WISHA, HIPAA, and state dental regulations.
• Evaluates and reviews office production and procedures to develop new ways to improve efficiency with office operations, patient retention, and profitability.
• Takes ownership of the dental budget, including managing office overhead, tracking expenses, and overseeing purchasing.
• Assists with creating electronic charts for new patients in the dental electronic health record (EHR) and enters and updates their personal information, including annual health histories.
• Assists front desk staff with scheduling patient appointments and filling cancellations and missed appointments by taking into consideration treatment plans and availability.
• Identifies patient insurance benefits and verifies coverage before each appointment.
• Creates cost estimates for treatment and completes prior authorizations.
• Assists front desk staff with presenting financial arrangements clearly to patients, answering questions regarding coverage, patient portions, and financing options (e.g., sliding fee scale).
• Assists front desk staff with providing uninsured patients with resources for signing up for insurance or applying for the sliding fee scale if eligible.
• Develops, manages, and maintains employee schedules to ensure appropriate staffing coverage for PTO and other planned or unplanned absences, while optimizing staff efficiency, patient access, and time spent delivery direct patient care.
• Coordinates with other departments regarding client care, such as Transportation and Client Services.
• Sends referrals to specialists with all necessary supporting documentation and conducts monthly follow ups on referred patients.
• Assists front desk staff with scanning patient-related correspondence as it arrives into the appropriate electronic chart.
• Addresses and resolves patient complaints, concerns, or special requests with empathy and professionalism.
• Maintains a warm, welcoming front office environment that reflects the practice’s values.
• Handles complex scheduling issues and treatment plan follow ups to maintain strong patient retention.
• Fills in at the dental front desk should a Dental Receptionist be absent.
• Other duties as assigned.

Qualifications

Required Skills/Abilities:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Exceptional verbal and written communication skills, with a focus on patient education and satisfaction.
• Understanding and adherence to state (RCW & WAC) and federal (HIPAA & 42 CFR Part 2) confidentiality regulations.
• Ability to work in a cross-cultural environment and understanding of the social and cultural context of patients at didgwalic Wellness Center, including the role of trauma, historical, community, family, and personal experience in wellness and recovery.
• Proficiency with Microsoft Office Suite and other related programs.

Education And Experience

• Bachelor’s degree in healthcare administration, business administration, or a related field preferred, or a minimum of three years of experience in a dental office management role.
• Proficiency with dental practice management software (e.g., Dentrix) required.
• At least three years’ experience managing a team, delegating tasks effectively, and resolving conflict required.
• Strong time management skills and multitasking ability required.

Physical Requirements

• Prolonged periods of standing, leaning, and bending.
• Must be able to lift up to 15 pounds at times.