Office Manager Assistant

Independence Dental Services; Elgin (IL); On-site; USD 34,000 - 37,000; Full time

Job summary

Independence Dental Services in Elgin, IL is looking for an Office Manager Assistant to support the Office Manager and ensure smooth daily operations of a single dental practice.

The role emphasizes front-office tasks, scheduling, patient coordination, insurance verification, and accurate record-keeping, with a focus on professionalism and confidentiality.

Qualifications

• 1–3 years of dental or medical office experience.
• Strong organizational and administrative skills.
• Proficient in dental practice management software and Microsoft Office.
• Ability to multitask in a fast-paced environment.
• Professional communication and attention to detail.

Responsibilities

• Support daily front-office operations including scheduling and patient intake.
• Assist with insurance verification, billing coordination, and collections.
• Maintain patient, insurance, and financial records in PM software.
• Support end-of-day closeout processes and documentation uploads.
• Assist with supply ordering and deliveries.
• Escalate complex patient concerns to the Office Manager.
• Onboard new hires and coordinate training and system access.
• Maintain confidentiality and adhere to policies.
• Assist with recalls, patient follow-ups, and scheduling updates.
• Prepare for audits and respond to documentation requests.

Skills

Organizational skills

Administrative skills

Dental practice management software

Microsoft Office

Multitasking

Attention to detail

Professional communication

Tools

Practice management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Non-Clinical Elgin, IL, US

2 days ago Requisition ID: 1286

Salary Range: $25.00 To $27.00 Hourly

The Office Manager Assistant (OMA) supports the Office Manager (Practice Leader) in the day-to-day administrative and operational functions of a single dental practice. This role focuses on execution, coordination, documentation, and frontline support to ensure smooth operations, accurate records, and a positive patient and team experience. The OMA does not hold final decision-making authority and operates under the direction of the Office Manager.

Key Responsibilities

Administrative & Operational Support

• Support daily front-office operations, including scheduling, patient intake, insurance verification, billing coordination, and collections.
• Assist with maintaining accurate patient, insurance, and financial records in practice management systems.
• Support End-of-Day closeout processes, including documentation uploads and verification.
• Assist with supply ordering, tracking deliveries, and escalating issues to the Office Manager.

Team & Office Support

• Serve as a frontline support resource for front-office staff.
• Assist with onboarding tasks for new hires, including system access, training coordination, and documentation.
• Support team scheduling and timekeeping processes as directed by the Office Manager.
• Maintain professionalism, confidentiality, and adherence to practice policies.
• Support patient communication related to scheduling, treatment coordination, insurance questions, and billing.
• Assist with recalls, reactivation efforts, and patient follow-ups.
• Escalate complex or sensitive patient concerns to the Office Manager.

Compliance & Documentation

• Follow HIPAA, OSHA, and company policies in all administrative activities.
• Assist with maintaining licensure and compliance documentation.
• Support audit preparation and documentation requests as directed.
• Assist with insurance eligibility verification, claim preparation support, and payment posting coordination.
• Monitor assigned account follow-ups and elevate aged or complex items to leadership.
• Support revenue meetings and reporting preparation as needed.

Qualifications

1–3 years of experience in a dental or medical office environment preferred.

Strong organizational and administrative skills.

Proficiency with dental practice management software and Microsoft Office.

Ability to multitask and work effectively in a fast-paced environment.

Professional communication skills and strong attention to detail.