Office Manager - Dental Practice

Gilder Search Group; Madison (WI); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Gilder Search Group is recruiting an experienced Office Manager for a private dental practice in Madison, WI. You will lead the front office and support the team to deliver an outstanding patient experience. Responsibilities include managing scheduling, financials, payroll support, HR tasks, HIPAA compliance, and vendor relations.

You will mentor staff, run daily huddles, and ensure smooth operations. This full-time, on-site role offers a collaborative culture and opportunities to shape a

Qualifications

• Experience in office management in dental/medical settings.
• Strong organizational and multitasking abilities.
• Comfort with basic financial tasks (deposits, invoicing, payroll support).
• Professional communication with patients and staff.
• Team-first mindset and leadership.

Responsibilities

• Lead and coach front office and administrative staff.
• Manage scheduling to keep calendars full and appointments running smoothly.
• Oversee daily financials, deposits, billing, and collections.
• Ensure HIPAA compliance and coordinate office operations.

Skills

Organizational skills

Team leadership

Front office management

Customer service

Job description

Office Manager — Dental Practice

Full-Time | On-Site

A private dental practice is looking for an experienced, organized, and people-first Office Manager to lead the front office and support its team in delivering an outstanding patient experience. If you thrive on keeping a busy office running smoothly — from finances and scheduling to team leadership — we'd love to hear from you.

What You'll Do

Lead the Team

• Supervise, train, and coach front office and administrative team
• Coordinate hiring, onboarding, and performance reviews
• Run daily huddles and contribute to weekly team meetings
• Communicate practice goals, values, and expectations clearly and consistently
• Coordinate vacation schedules, sick-day coverage, and time-off requests

Manage the Front Office

• Oversee scheduling to keep the calendar full and appointments running efficiently
• Ensure phones are answered promptly and patients are greeted warmly
• Keep patient records, financial agreements, and treatment notes accurate and up to date
• Troubleshoot day-to-day IT and phone/security system issues

Handle Financials

• Manage daily deposits, petty cash, and financial reconciliation
• Oversee insurance claims submission, follow-up, and AR health
• Process invoices and monthly statements
• Track collections and manage outstanding patient balances

Support Compliance & Operations

• Ensure the practice stays current on HIPAA, OSHA, and licensure requirements
• Coordinate marketing projects and manage practice communications
• Order supplies, manage vendor relationships, and support equipment maintenance
• Handle month-end and year-end reporting

What We're Looking For

• Prior experience in office management, ideally in a dental or medical setting
• Strong organizational skills and comfort juggling multiple priorities
• Confidence with basic financial tasks (deposits, invoicing, payroll support)
• A warm, professional communication style with patients and team members alike
• A team-first mindset — you believe Together Everyone Achieves More

Why Join Us

This is a hands-on leadership role at the center of our practice. You'll work closely with our doctor and team to keep operations running smoothly while helping shape a positive, patient-focused culture.