Office Manager

Advanced Dental Implant and TMJ Center; Louisville (KY); On-site; USD 52,000 - 68,000; Full time

Job summary

Advanced Dental Implant and TMJ Center in Louisville, KY is seeking an Office Manager to oversee daily operations at a dental location. The role ensures staff meet metrics, maintain compliance with OSHA/HIPAA and dental board requirements, and coordinate training and performance evaluations.

You will work with front office and leadership to manage revenue cycle, scheduling, payroll, and vendor relations, while guiding a team through audits and process improvements in a fast-paced clinical

Qualifications

• Bachelor's degree in business management or related field, or 5+ years of related experience.
• Minimum 3+ years of managerial experience.
• Knowledge of OSHA & HIPAA compliance standards.
• Strong customer service skills.
• Excellent verbal and written communication.
• Ability to multi-task in a fast-paced environment.
• Strong organization and computer skills.
• Thrives in a team-oriented environment.

Responsibilities

• Hire, interview and offer open positions.
• Plan weekly schedules for employees.
• Prepare, evaluate and present performance evaluations quarterly and annually.
• Manage employee write-ups and terminations and log documentation.
• Address employee questions about office standards.
• Address patient complaints.
• Ensure OSHA, HIPAA and regulatory compliance.
• Engage in team meetings and events.
• Facilitate staff education and career development.
• Collaborate with front office on collections and accounts receivable.
• Pull KPI and budgeting reports as needed.
• Oversee revenue cycle data for billing and pre-authorizations.
• Approve or deny PTO per policies.
• Audit employee timesheets.

Skills

Managerial experience

Customer service

Communication skills

Multi-tasking

Organization

Team oriented

Computer skills

Education

Bachelor's degree in business management or related field

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.

Requirements

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.