Office Manager

Advanced Dental Center Inc; Louisville (KY); On-site; USD 50,000 - 70,000; Full time

Job summary

Advanced Dental Center Inc. in Louisville, KY is seeking an Office Manager to oversee daily operations at a location.

The role ensures staff meet metrics, maintains regulatory compliance, coordinates scheduling, and supports performance management. You will work with front office teams on billing, collections, and staff development, lead morning meetings, handle PTO decisions, and ensure equipment and supply ordering aligns with policy.

Qualifications

• Bachelor's degree in business management or related field or 5+ years related experience.
• Minimum of 3+ years of managerial experience.
• Knowledge of OSHA & HIPAA compliance standards.
• Excellent customer service and communication skills.
• Ability to multi-task and work effectively in a fast-paced environment.
• Must be well organized and have excellent computer skills.
• Must be able to thrive in a team-oriented environment.

Responsibilities

• Hire, interview and offer open positions.
• Plan weekly schedules for employees.
• Prepare, evaluate and present quarterly and annual performance evaluations.
• Handle employee write ups and dismissals, logging all documentation into the HRIS.
• Address staff queries regarding office standards.
• Address patient complaints and issues.
• Ensure OSHA, HIPAA and other regulatory compliance guidance.
• Lead morning meetings and participate in leadership discussions.
• Oversee revenue cycle activities including billing data accuracy and pre-authorizations.
• Approve or deny PTO requests per Advanced Dental Center policies.
• Audit employee timesheets and manage equipment and supply ordering.

Skills

Customer service

Communication skills

Verbal communication

Written communication

Multi-tasking

Organization

Computer skills

Teamwork

Education

Bachelor's degree in business management or related field

5+ years related managerial experience

Job description

Description

Summary

The Office Manager is responsible for overseeing the daily operations at a ADC location. This role ensures that all employees are meeting their required metrics / goals, reaching organizational effectiveness, compliance with government and dental board requirements, providing staff training and completing performance evaluations. The Office Manager reports directly to the operations manager.

FLSA Status

Salary / Exempt

Duties and Responsibilities

Responsible for hiring, interviewing and offering any open positions.

Responsible for planning weekly schedules for employees.

Prepares, evaluates and presents employee performance evaluations on a quarterly and annual basis.

Responsible for employee write ups and dismissals, then logging all documentation into the human resource management system.

Addresses employee queries regarding office standards.

Addresses patient complaints and issues.

Ensures that the practice is compliant with OSHA, HIPAA and other regulatory compliance guidance.

Actively engages in all team / company meetings and events.

Ensures that practice employees are engaging in continuous education and facilitates career development.

Works closely with the front office team to handle collections, accounts receivable, patient financing and other related matters.

Pulls reports as needed to assess business needs. This includes, but is not limited to, kpi reports, daily goals reports, budgeting reports, etc.

Responsible for ensuring all aspects of the revenue cycle are met including but not limited to: ensuring all data is present and accurate for proper billing, obtaining any pre-authorizations and waivers required by insurances, properly checking and verifying insurance eligibility.

Handles in approving or denying PTO approval from the Preston and Brooks staff in accordance with Advanced Dental Center policies and procedures.

Responsible for auditing employee timesheets.

Familiar with the organization's evacuation plans in the event of an emergency situation.

Engages in continuous education and participating in professional organizations as applicable.

Collaborates with leadership on employee training.

Leads morning meetings.

Ensures all invoices are paid in a timely manner.

Responsible for onboarding all new hires based on Advanced Dental policies and procedures.

Ensures all safety checks and operations logs are completed accurately and timely.

Responsible for all the equipment and supply ordering necessary to run the organization efficiently.

Assists in the development and implementation of new programs and project initiatives as requested by leadership.

Responsible for other duties as assigned.

Position Requirements

Minimum of a bachelor's degree in business management or related field or 5+ years related experience.

Minimum of 3+ years of managerial experience.

Knowledge of OSHA & HIPAA compliance standards.

Must be able to provide a high level of customer service.

Must have excellent verbal and written communication skills.

Must have the ability to multi-task and work effectively in a face paced environment.

Must be well organized and have excellent computer skills.

Must be able to thrive in a team-oriented environment.

Physical Requirements

Ability to sit for long periods of time.

Ability to work in an area where the noise level is typical of a dental office environment.