Dental Office Manager

PopUp Smiles; San Juan Capistrano (CA); Sur place; USD 80 000 - 90 000; Plein temps

Résumé du poste

PopUp Smiles is seeking a proactive Dental Office Manager in San Juan Capistrano, CA to lead administrative and clinical coordination. You will drive team performance, optimize workflows, and protect the patient experience while guiding financial performance and scheduling efficiency.

The role requires 3–5 years in dental office management, expertise in den tal terminology, billing, and a strong ability to manage KPIs in a fast-paced mobile-dental environment.

Qualifications

• 3–5 years of dental office management experience.
• Proven experience managing operations, teams, and finances.
• Strong knowledge of dental terminology, procedures, treatment planning, and patient workflows.
• Experience with dental insurance verification, billing, collections, and accounts receivable.
• Proficient in dental practice management software; Dentrix Ascend experience is a plus.
• Strong understanding of production goals, scheduling optimization, and operational KPIs.
• Excellent leadership, communication, organizational, and problem-solving skills.
• Ability to multitask, prioritize, and make sound decisions in a fast-paced environment.

Responsabilités

• Oversee daily administrative and operational functions.
• Lead, coach, and develop administrative and dental support staff.
• Recruit, onboard, train, and develop employees.
• Maintain efficient workflows with clinical leadership.
• Monitor production, collections, scheduling, and KPIs.
• Improve revenue cycle processes and patient experience.
• Ensure HIPAA/compliance and accurate records.
• Collaborate with leadership to support growth.

Connaissances

Dental management

Leadership

Team management

Financial performance

Patient workflows

Communication

Problem solving

Multitasking

KPI tracking

Formation

Bachelor's degree or equivalent

Outils

Dentrix Ascend

Description du poste

Lead With Confidence. Drive Results. Help Shape the Future of Dental Care.

Are you an experienced Dental Office Manager who knows how to lead a team, drive production, and turn challenges into results?

Do you take pride in building high-performing teams, improving collections, and creating exceptional patient experiences?

Are you ready to take your leadership career beyond the traditional dental office and become part of something innovative?

If you answered YES, we want to meet you!

PopUp Smiles is looking for a confident, motivated, and results-driven Dental Office Manager to join our growing team in San Juan Capistrano, California.

We're not looking for someone who simply keeps an office running. We're looking for a leader who takes ownership, inspires their team, understands the numbers, and knows how to make things happen.

As a mobile dental healthcare company, we're changing how patients access quality dental care. Although this position is based in San Juan Capistrano and does not require travel, you'll play an important role in supporting the operations behind our innovative healthcare delivery model.

If you're ready for a leadership opportunity where your experience, ideas, and results truly matter, your next chapter starts here.

About PopUp Smiles

PopUp Smiles, Inc. is a forward-thinking mobile dental healthcare provider headquartered in Newport Beach, California. We specialize in delivering high-quality, accessible dental care directly to patients across diverse communities. Our mission is to expand oral healthcare access by bringing comprehensive, compassionate, and professional dental services to workplaces, schools, residential communities, and remote areas.

As we continue our nationwide expansion, we are seeking dynamic and organized professionals who are passionate about mobile healthcare, thrive in a fast-paced team environment, and are eager to be part of an innovative healthcare delivery model.

The Opportunity

As our Dental Office Manager, you'll oversee daily administrative and operational functions while supporting our clinical teams, optimizing workflows, and ensuring an exceptional patient experience.

You'll be responsible for team leadership, scheduling, insurance and billing processes, financial performance, and maintaining organized, efficient operations.

This is an opportunity for an experienced dental professional who enjoys taking initiative, solving problems, and making a measurable impact.

What You'll Do

Lead, Develop & Support Your Team

• Oversee daily administrative operations and support a positive, productive work environment.
• Supervise, coach, and develop administrative and dental support personnel.
• Assist with recruiting, onboarding, training, and employee development.
• Establish clear expectations, encourage accountability, and promote teamwork.
• Partner with clinical leadership to maintain efficient workflows and high standards of patient care.

Drive Production & Operational Performance

• Monitor daily production, collections, scheduling efficiency, and key performance indicators.
• Identify opportunities to improve operational performance, productivity, and profitability.
• Help establish and achieve performance goals while maintaining an excellent patient experience.
• Review operational challenges and implement solutions that improve efficiency.
• Support effective coordination between administrative, clinical, and operational teams.

Manage Scheduling & Patient Coordination

• Oversee appointment scheduling and patient communication processes.
• Help maximize provider productivity while minimizing scheduling gaps and patient wait times.
• Ensure patients receive timely information regarding appointments, treatment, and financial arrangements.
• Resolve scheduling conflicts and operational concerns professionally and efficiently.

Oversee Insurance, Billing & Collections

• Manage insurance verification, claims processing, billing accuracy, and follow-up.
• Monitor outstanding balances, accounts receivable, and collection performance.
• Support accurate treatment estimates and financial discussions.
• Ensure patient accounts and insurance information are properly maintained.
• Identify opportunities to strengthen revenue cycle processes.

Deliver an Exceptional Patient Experience

• Create a welcoming, professional, and patient-focused environment.
• Build positive relationships with patients, clinical providers, and team members.
• Address patient concerns with empathy, professionalism, and a solutions-oriented approach.
• Support patient education, treatment coordination, and case acceptance.
• Promote service standards that reflect the PopUp Smiles mission.

Maintain Compliance & Operational Excellence

• Ensure adherence to HIPAA, OSHA, company policies, and applicable regulations.
• Maintain accurate, organized, and confidential patient records.
• Oversee administrative supplies, equipment needs, and operating expenses.
• Collaborate with leadership to strengthen processes and support continued company growth.

Support the PopUp Smiles Mission

• Work collaboratively with leadership to support the administrative needs of our mobile dental operations.
• Help improve systems and processes that support patient access and operational efficiency.
• Bring new ideas and a proactive approach to problem-solving.
• Represent PopUp Smiles with professionalism, integrity, and a commitment to excellence.

What We're Looking For

Required Qualifications

• 3-5 years of dental management experience.
• Proven experience managing dental office operations, teams, and financial performance.
• Strong knowledge of dental terminology, procedures, treatment planning, and patient workflows.
• Experience with dental insurance verification, billing, collections, and accounts receivable.
• Proficiency in dental practice management software; Dentrix Ascend experience is a plus.
• Strong understanding of production goals, scheduling optimization, and operational KPIs.
• Excellent leadership, communication, organizational, and problem-solving skills.
• Ability to multitask, prioritize, and make sound decisions in a fast-paced environment.
• A patient-focused, team-oriented approach to leadership.

Preferred Qualifications

• Bachelor's degree or equivalent professional experience is a plus but not required.
• Experience managing multiple providers or high-volume dental operations is a plus
• Demonstrated success improving production, collections, team performance, or patient satisfaction.
• Experience developing and implementing operational processes.
• An entrepreneurial mindset and a passion for continuous improvement.

You’ll Be a Great Fit If You...

• Lead with confidence: You know how to motivate your team, set expectations, and lead by example.
• Think like an owner: You take responsibility for results and continuously look for opportunities to improve.
• Know your numbers: You understand how production, collections, scheduling, and patient experience contribute to operational success.
• Put people first: You believe strong teams and exceptional patient experiences are the foundation of a successful organization.
• Thrive in a growing company: You're adaptable, resourceful, and excited to contribute to an innovative healthcare model.
• Get things done: You're proactive, organized, and comfortable making decisions and solving problems.

Compensation & Benefits

Compensation: 80k-90k

Eligible employees may participate in company benefit programs, subject to applicable plan terms and eligibility requirements.

PopUp Smiles is an equal opportunity employer committed to providing equal employment opportunities to qualified applicants.