Assistant Clinic Manager (Pilsen)
About The Position
Orthodontic Experts is seeking an Assistant Clinic Manager to help organize and manage the daily operations of its Pilsen clinic in collaboration with upper management. The role oversees staff productivity, clinic safety and regulatory compliance, and customer service. The Assistant Clinic Manager also handles patient treatment and financial consultations, clinic scheduling and communications, payment plans and collections, reporting, staff meetings, facility upkeep, marketing events, and reputation management. When traveling to another clinic, the employee is expected to perform all duties and responsibilities of the role, including administrative tasks. The position is based at 2235 W Cermak Rd, Chicago, IL 60608. The schedule is Monday through Wednesday, 8:45 a.m.–5:00 p.m.; Thursday and Friday, 6:45 a.m.–3:00 p.m.; two Saturdays per month; and two 9:45 a.m.–6:00 p.m. shifts per month. Pay is $24–$25 per hour. Spanish is required, and travel availability to Bucktown, Avondale, Burbank, and Kedzie is required.
Requirements
- Bachelor’s degree or equivalent.
- 3–4 years of experience in office administration.
- 2 years of office management experience.
- Excellent computer skills, including proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suites.
- Availability to travel to Bucktown, Avondale, Burbank, and Kedzie.
- Spanish language skills are required.
Responsibilities
- Manage efficient patient scheduling and make adjustments as needed.
- Monitor patient no-shows, make necessary calls, and reschedule appointments.
- Conduct patient sessions to review treatment and payment plans.
- Handle patient complaints and provide feedback to providers and assistants about clinical matters.
- Provide weekly and monthly reports to leadership.
- Coordinate and facilitate monthly meetings for clinical staff.
- Maintain the appearance and functionality of the office.
- Maintain facilities and equipment in accordance with hygiene and safety regulations, including OSHA requirements.
- Participate in marketing events.
- Explain treatment plans, address patient concerns, and answer questions.
- Help patients prioritize treatment and establish scheduling and payment arrangements.
- Build trust with patients and understand their objectives.
- Conduct financial consultations with new patients and with existing patients when new treatment plans are presented.
- Manage and maintain patient payment options and policies.
- Educate patients about the practice’s policies for orthodontic benefit plans and their dental benefits.
- Oversee and track orthodontic benefit plan accounts receivable and follow up on claims to support timely payment.
- Communicate with third-party financing companies and educate patients about available financing options.
- Track patient accounts receivable and outstanding balances to support timely payment.
- Assist with the practice’s collections protocol for outstanding balances.
- Introduce new patients to the practice by reviewing health history, explaining the doctor’s examination, and highlighting relevant practice features.
- Answer incoming calls, including new-patient calls, emergencies, appointment scheduling, records requests, and follow-ups.
- Handle cash.
- Assist the Treatment Coordinator with outbound calls.
- Perform all role duties, including administrative tasks, when traveling to another clinic.
- Manage the clinic’s reputation.
- Perform general office duties and other duties as required.
Benefits
- Paid training
- Travel pay when traveling to sister clinics more than 15 miles from the base clinic
- Clinical bonuses
- Paid time off
- Holiday pay
- Medical insurance
- Dental insurance
- Vision insurance
- Life insurance
- Accident insurance
- Short-term disability
- Long-term disability
- Employee Assistance Program
- Health Savings Account
- Dependent Care Account
- 401(k) and matching
- Pet insurance
- Tuition assistance program
- Identity Theft Protection
- MetLife MetLaw Legal Insurance
- Transit reimbursement through a commuter account
- Free and discounted orthodontic treatments
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
