Dental Office Manager

Illume Dental of McKinney; McKinney (TX); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a dynamic Office Manager to lead operations and ensure the financial health of the practice. This role involves overseeing staffing, managing daily operations, and implementing effective systems to enhance patient satisfaction. The ideal candidate will be a strong leader with experience in a medical or dental office, capable of developing staff and managing resources efficiently. Join a forward-thinking team where your contributions will directly impact the community and the practice's success. If you are passionate about healthcare management and thrive in a collaborative environment, this opportunity is perfect for you.

Qualifications

• Bachelor's degree required; experience in medical/dental office preferred.
• Strong leadership skills and ability to manage personnel effectively.

Responsibilities

• Oversee daily operations, staffing, and finances of the practice.
• Implement and monitor standards set by the CEO or practice owner.

Skills

Time Management

Active Listening

Leadership

Judgment and Decision Making

Education

Bachelor of Science Degree

Tools

Practice Management Software

Patient Record Software

Job description

The Office Manager oversees the daily operations, staffing, and finances of the practice to ensure fundamental systems and protocols are in place and functioning effectively to reach practice goals. This individual is responsible for overseeing the development of the staff, the financial health of the company, as well as community outreach and marketing. Generally, the Office Manager will be responsible for implementing and monitoring the standards and systems as set by the CEO or Practice owner. Other duties include facilities management, goal setting with the practice owners, and assuring the overall patient satisfaction and goodwill of the practice.

RESPONSIBILITIES:
Management of Personnel Resources:

1. Hire, motivate, develop, and direct people as they work (at least 2 full-time employees), identifying the best people for the job, and issuing discipline and termination when necessary.
2. Plan for staffing needs, recruit and interview candidates, conduct background checks, hire new employees, and develop employee retention and engagement.
3. Maintain a professional work environment.
4. Onboard new employees, conduct orientation sessions, relay the vision of the practice, and arrange on-the-job training for new hires.
5. Analyze training needs to develop new training programs or modify and improve existing programs; Conduct or arrange for ongoing training and CE classes for staff members.
6. Monitor patient flow and staff allocation to meet patient needs, and maximize doctor’s time.
7. Coordinate absences and time off requests.
8. Support front and back office staff, resolve any clinical administrative problems, and develop measurable performance objectives for the team.
9. Observe and evaluate workers' performance and appearance to ensure quality service and compliance with policies. Issue corrective coaching, oral and written, as appropriate to communicate practice standards and protect the practice from liability.
10. Act as liaison between staff and owners in development of policy and communication among the team.
11. Consult with HR Support and Payroll Services as needed to ensure compliant HR practices.
12. Schedule and lead any department meetings.
13. Keep accurate personnel records in compliance with applicable law, and as needed to protect practice interests.
14. Represent the practice in responding to government agencies.

Management of Operations:

1. Direct the operation of the practice and its efficient functioning.
2. Prepare, monitor, and track operational reports and key vitals of the company to ensure accuracy and efficiency.
3. Accurately maintain and analyze financial reports, and P&L performance, and achieve practice financial goals.
4. Analyze internal processes, monitor competitors’ innovations, and recommend and implement procedural or policy changes to improve operations and control costs.
5. Acquire, distribute, and store supplies, or supervise another to do so.
6. Monitor the facilities to ensure that it remains safe, secure, and well-maintained.
7. Oversee billing and collection processes.
8. Analyze the financial impact of changes in clinical activities and forecast actual revenue, net income, and expenditures versus the approved budget.
9. Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance.
10. Supervise patient recordkeeping and HIPAA compliance.
11. Develop and monitor the effectiveness of marketing campaigns.
12. Oversee IT systems, and use and effectively monitor usage of practice management and patient record software.
13. Oversee systems for patient retention, follow-ups, and new patient acquisition.
14. Ensure optimal patient care, monitor patient satisfaction, and resolve complaints.
15. Inform owners of current trends, issues, and pertinent issues to facilitate policy making.

Leadership and Professionalism:

1. Represent the practice in a professional, pleasant, and cooperative manner.
2. Contribute to the development of the practice’s mission and strategic vision.
3. Act as the main point of contact for community outreach efforts.
4. Clearly and respectfully communicate with practice owner(s) to develop, implement, and monitor effective programs.
5. Maintain regular, consistent, and punctual attendance in accordance with assigned schedule and time off policies.
6. Must be able to comfortably and efficiently handle multiple deadlines and task assignments for self and subordinates.
7. Must be able to work both independently and cooperatively in team settings.
8. Must be a team player in all aspects of the office including answering phones, helping clinical team and hygiene team when needed.

Other Essential Qualifications:

1. Time Management—excels at directing own time and the time of others.
2. Active Listening—giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
3. Leadership and Guidance—ability to lead effectively.
4. Judgment and Decision Making—able to evaluate the relative costs and benefits of potential actions and decisions within the purview and to choose the most appropriate one.
5. Respond creatively and constructively with solutions to problems.
6. Maintain the highest level of confidentiality and adherence to HIPAA standards.
7. Adhere to strict safety guidelines and procedures to OSHA and office standards.
8. Flexibility and willingness to perform duties of others in their absence.
9. Occasional travel, by car or plane, required in order to participate in continuing education or seminars.

QUALIFICATIONS:

1. Bachelor of Science Degree awarded by an accredited institution. Comparable experience may be considered to substitute for all or part of the required education at management’s sole discretion.
2. Minimum two years of experience in a medical or dental office setting.
3. Preferred 3-5 years of managerial experience in a medical or dental office setting.
4. Knowledge of billing codes and understanding of insurance plans a plus.