Office Manager

FrankCrum Staffing; Clearwater (FL); On-site; USD 50,000 - 68,000; Full time

Job summary

FrankCrum Staffing seeks an experienced Office Manager to lead day-to-day administrative operations at a dental clinic. You will supervise front office staff, manage patient flow, and coordinate with Executive leadership to ensure a welcoming, efficient patient-centered environment.

The role requires strong organization, proactive communication, and a commitment to HIPAA compliance in a fast-paced nonprofit healthcare setting.

Qualifications

• High school diploma or equivalent required; higher degree preferred.
• 3+ years in administrative/office management, preferably in healthcare or nonprofit settings.
• Experience supervising staff and coordinating scheduling/office operations.
• Experience with scheduling, patient service, and staff coordination.
• Strong computer skills and ability to learn new software systems (Dentrix preferred).
• Excellent written and verbal communication; ability to maintain confidentiality.

Responsibilities

• Oversee day-to-day administrative operations of the clinic.
• Ensure front office is organized, professional, welcoming, and adequately staffed.
• Coordinate communication between front office, dental team, and leadership.
• Assist with opening and closing procedures as needed.
• Maintain office supplies, forms, equipment, and admin necessities; ensure procedures are followed.

Skills

Office management

Healthcare admin

Supervisory experience

Dentrix

Communication skills

Organizational skills

Time management

Confidentiality

Education

High school diploma or equivalent

Associate or Bachelor's in business/healthcare/nonprofit admin

Tools

Dentrix

Job description

The Office Manager is responsible for the day-to-day administrative and operational management of the dental clinic. This position ensures that the front office, patient flow, scheduling, administrative processes, and general office operations function efficiently and professionally.

The Office Manager serves as an important link between administrative and clinical operations and works closely with the Executive Director and Dental Director to ensure that the clinic maintains a welcoming, organized, efficient, and patient-centered environment.

The ideal candidate is highly organized, dependable, proactive, detail-oriented, and comfortable working in a fast-paced nonprofit healthcare environment. The Office Manager should demonstrate excellent communication skills, sound judgment, discretion, and a commitment to treating patients, volunteers, and staff with dignity and respect.

Key Responsibilities

Daily Office Operations

• Oversee the day-to-day administrative operations of the clinic.
• Ensure the front office is organized, professional, welcoming, and adequately staffed.
• Coordinate communication between the front office, dental team, and leadership.
• Assist with opening and closing procedures as needed.
• Ensure office supplies, forms, equipment, and other administrative necessities are maintained.
• Ensure policies and procedures are consistently followed.

Patient Scheduling and Flow

• Oversee scheduling processes to maximize clinic capacity and minimize unused appointment time.
• Work with the Lead Patient Care Coordinator and clinical team to maintain an efficient patient flow.
• Monitor cancellations, no-shows, rescheduling, and appointment utilization.

Front Office Supervision

• Provide day-to-day supervision and support to front office staff.
• Establish clear expectations for attendance, punctuality, customer service, communication, and work performance.
• Assist with training and onboarding of new administrative employees.
• Provide ongoing coaching and feedback to front office staff.
• Monitor staff schedules, coverage, and workflow.
• Address routine performance or workflow concerns and communicate significant issues to the Executive Director.
• Promote teamwork and a positive workplace culture.

Records, Documentation, and Compliance

• Ensure patient registration and administrative information is complete and accurate.
• Monitor the appropriate use of Dentrix and other administrative systems.
• Ensure staff follow HIPAA privacy and security requirements.

Billing and Financial Administration

• Work closely with the fiscal team regarding routine administrative and financial processes.
• Assist with monitoring patient payments and administrative billing procedures.

Human Resources and Staff Support

• Assist the Executive Director with administrative aspects of hiring, onboarding, and employee transitions.
• Maintain staff schedules and assist with timekeeping processes.
• Assist with maintaining personnel documentation as directed.
• Help coordinate employee training and required certifications.
• Monitor attendance and punctuality and communicate concerns to the Executive Director.
• Support a culture of accountability, professionalism, teamwork, and respect.
• Assist with staff meetings and internal communications.
• Assist with the administrative coordination of dental and non-clinical volunteers.
• Help ensure volunteers receive appropriate information regarding schedules, clinic procedures, and expectations.

Safety and Facility Support

• Help maintain a clean, safe, organized, and professional administrative environment.
• Report facility, equipment, security, or safety concerns promptly.
• Assist with emergency preparedness and implementation of applicable safety procedures.
• Support compliance with OSHA and other applicable workplace requirements as assigned.

What You Bring

• High school diploma or equivalent required; associate or bachelor's degree in business administration, healthcare administration, nonprofit management, or a related field preferred.
• Minimum of 3 years of administrative or office management experience, preferably in a healthcare, dental, nonprofit, or community health setting.
• Previous supervisory experience preferred.
• Experience with scheduling, patient/customer service, office administration, and staff coordination.
• Strong computer skills and ability to learn new software systems.
• Experience with Dentrix or another dental practice management system preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while functioning effectively as part of a team.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Commitment to the mission of serving underserved patients.
• Familiar with Dentrix and other practice management software systems.

Preferred Qualifications

• Experience working in a community health center, free clinic, dental clinic, or nonprofit healthcare organization.
• Experience with Dentrix.
• Knowledge of HIPAA requirements.
• Knowledge of OSHA requirements in a healthcare setting.
• Experience with electronic health records or practice management systems.
• Bilingual English/Spanish skills are a plus.

Schedule & Working Conditions

• Full-time, Monday–Friday (8:00am–5:00pm)