Dental Manager

JWCH Institute•Bell Gardens, CA

3d•Hybrid

About The Position

The position is responsible for providing management and oversight for the daily operations of an assigned dental clinic and dental administrative and auxiliary dental teams, to include dental front office receptionists and dental assistants. The Dental Manager works closely with the Lead Dentists, the Regional Dental Manager, and the Chief Dental Officer to ensure delivery of comprehensive quality oral health services to Wesley Health Centers’ patient population and meet operational goals. This position requires the ability to maintain strict professional boundaries with staff members. Must be adept at problem solving and be able to think critically to achieve positive and reasonable solutions to patient grievances and managing team morale. Requires the ability to prioritize projects.

Requirements

High School Diploma
Business Management coursework
CPR/BLS Current
At least 3 years of supervisory experience
Demonstrated knowledge and success in driving overall clinical operations.
Ability to travel from site to site as needed.
Experience in working with clients and staff from diverse socio-economic, ethnic, and cultural backgrounds.
At least 4 years working in a dental office front and/or back

Nice To Haves

FQHC or Community Health Center experience.
Management experience.
Experience with NextGen/EDR preferred.
Bilingual English/Spanish preferred
DA/RDA preferred

Responsibilities

Ensure daily Dental Care Team Huddles are conducted and logged.
Model excellent customer service internally and externally.
Ensure Dental Staff follow high customer service standards (AIDET, comfort touches, 3 rings rule for calls).
Support and train Dental Front Office staff on business functions (receipts, Sliding Fee, charges, EPM posting, coding, reconciliation, deposits).
Ensure all Front and Back Office staff are trained in computer use and NextGen modules (EPM, EDR, EHR).
Work with the Lead Dentist to achieve expected productivity levels (20 scheduled appointments for an 8-hour day/provider or 22 for a 10-hour day/provider).
Monitor and coordinate appointment schedules and train Front Office Staff on optimal scheduling for efficiency and productivity.
Ensure New Patients are called and scheduled within 2 weeks.
Monitor patient registration, eligibility verification, and financial screening processes, suggesting improvements.
Ensure compliance with HIPAA.
Ensure Front Office staff make confirmation calls and follow up with no shows, cancellations, referrals, unscheduled treatment plans, and recalls.
Monitor appointment schedules for all dental providers to maximize productivity.
Assist in Back Office Functions as needed if RDA or DA is licensed.
Understand and interpret Key Performance Indicators and adjust operational functions accordingly.
Help achieve DHSP stated grant goals by engaging with onsite primary care providers, HIV Specialists, medical staff, and MCC Teams to ensure oral screenings and internal dental referrals are made.
Conduct outreach activities to outside potential referral sources and distribute flyers/referral slips; follow up with referral sources monthly.
Order monthly Dental Front Office Supplies and obtain approval.
Motivate, guide, and encourage the dental team to achieve goals.
Provide leadership to onsite staff and foster a departmental team atmosphere, including covering at other sites as needed.
Continually assess staffing needs.
Manage Staffing Schedules at assigned clinics monthly to ensure efficiency and smooth clinic workflow, sending schedules to CDO and Dental Operations Manager.
Oversee scheduling of clinic personnel and coordinate time-off/vacation requests with CDO approval.
Review all Specialty Referrals for appropriateness and notify Lead Dentist and CDO of any dental provider issues.
Manage Specialty referrals and Pre-Authorizations for HMOs weekly; have Front Office call patients when treatment is authorized or to follow up on pending treatment.
Plan, create agenda, and facilitate monthly team meetings with the Lead Dentist.
Participate in Quality Improvement activities (PDSAs) as assigned.
Oversee coordination of facility maintenance as needed.
Maintain and support the CARE TEAM concept for patient continuity of care.
Support, direct, and manage administrative and auxiliary dental staff with performance reviews, employee-related matters, or corrective action plans with CDO approval and HR assistance; perform Annual Performance Evaluations of Dental Front Office Receptionists; coach and mentor Dental Front Office staff and Dental Auxiliaries.
Help recruit, train, and retain high-quality dental staff.
Provide training and development support to ensure all dental administrative and auxiliary staff demonstrate knowledge of business models, operating procedures, and protocols.
Support daily clinic operations.
Respond to clinical and operational concerns timely and effectively.
Ensure patient grievances are documented and resolved satisfactorily in collaboration with Lead Dentist and Clinic Administrator, following proper protocols.
Manage and facilitate the correction of Open Encounters and report corrections to the assigned Biller.
Run the Finalized Report and the EPM/EHR Pending Charges Report DAILY and communicate issues to Front Office Staff and Dental Providers to correct prior to leaving for the day, aiming for ZERO OPEN ENCOUNTERS.
Facilitate Audits and help implement corrective action plans.
Work with the Lead Dental Assistant to ensure all Dental Logs are updated daily, weekly, and monthly.
Ensure the Dental Front Office provides printed Daily Appointment lists at the end of each day for the next day.
Monitor Daily Dental Clinic Productivity for all Dental Providers on-site and work with the Lead Dental Assistant to ensure Oral Screenings are performed to fill schedule gaps.
Work with Clinic Administrators to ensure Medical Providers and Staff are engaged with the SAME DAY Oral SCREENINGS process and optimize Dental Screening opportunities; encourage MEDICAL-DENTAL Integration and establishment of a Dental Home for Patients.
Have intricate knowledge of Denti-Cal covered and non-covered services and limits, guiding staff with Medi-Cal Dental Guidelines and other programs (DHSP/RWP, MHLA, HMOs, Commercial Insurances).
Report to the Chief Dental Officer monthly on Dental Encounters/Provider, no shows, Same Day Oral Screenings, over-the-counter collections, i2i reports (Referrals, Dental Quality Measures, Medical-Dental Integration).
Manage conflicts with Dental Administrative and Auxiliary Staff with the assistance of the Lead Dentist using conflict resolution tools.
Manage and Report to CDO and HR any work-related staff injuries following agency protocols.
Utilize and monitor effectiveness and efficiency of all equipment and supplies, reporting deficiencies or needed repairs to the Chief Dental Officer immediately.
Assist with in-service and on-going training of staff.
Build relationships and foster a high level of customer service.
Consult with Chief Dental Officer regarding work performance of dental providers and with Dental Operations Manager regarding Dental Assistants and Dental Front Office Staff.
Confer with the CDO and Dental Operations Manager on dental management issues.
Work closely with the CDO and Dental Operations Manager to focus on continuous program improvement, clinical care, and exceptional service to patients.
Participate in appropriate oral health promotion/dental disease prevention activities both on and off site as required.
Travel when necessary to meet operational needs.
Responsible for personal compliance with all applicable federal, state, local, clinic rules, regulations, protocols, and procedures including personnel issues, workplace safety, public health, and confidentiality.
Adhere to all organizational safety policies, procedures, and regulatory requirements.
Participate in required safety and compliance trainings and apply learned practices.
Identify, report, and help mitigate unsafe conditions, incidents, or hazards.
Use equipment, tools, and supplies safely and responsibly.
Maintain awareness of infection control, occupational health, and emergency preparedness procedures.
Maintain regular and predictable attendance.

Benefits

Medical
Dental
Vision
Monthly employer-sponsored allowance for assistance with health premiums.
Funded Health Savings Account (up to deductible) to assist with carrier-approved medical expenses.
Paid time off (vacation, sick leave)
13 paid holidays.
401(k) Safe Harbor Profit Sharing plan.
Mileage reimbursement.
Short- and long-term disability plans (LTD/STD).
Life insurance policy & AD&D