Dental Office Manager

Dental Metrics Maven•McKinney, TX

5d•Onsite

About The Position

An established, growing dental practice in McKinney, Texas, is seeking an experienced Dental Front Office Manager to lead the front office team and manage the business systems that keep the practice running, including scheduling, insurance, accounts receivable, recall, patient experience, and growth. This is a hands-on leadership role involving daily collaboration with the doctor and team, leading the morning huddle, solving problems, coaching front office staff, and turning practice data into action. The role calls for a Dentrix power user who can build effective systems, including using AI and analytics tools, while holding the team to a high standard with a calm, professional approach. The manager leads front office operations and staff, maintains Dentrix data and workflows, implements and oversees AI-assisted insurance verification and practice analytics, supports human resources activities, and owns quality control and implementation of office systems. The position also oversees patient experience, accounts receivable and insurance processes, active recall and reactivation, and practical marketing and growth strategies. This is a full-time, salaried position with a starting salary of $70,000 per year. The regular schedule is Monday through Thursday, 7:30 a.m. to 5:00 p.m., and Friday, 7:30 a.m. to 2:00 p.m. Additional hours may be needed to complete office goals.

Requirements

Experience as a Dental Front Office Manager or in a comparable dental office leadership role.
Expert-level proficiency with Dentrix, including scheduling, treatment planning, billing, claims, reporting, and document management.
Ability to lead and coach front office staff and manage daily dental practice operations.
Ability to maintain accurate practice-management data and build standard operating procedures.
Ability to review AI-assisted insurance verification output and ensure its accuracy.
Ability to use practice analytics to monitor performance and take action based on data.
Knowledge of accounts receivable, insurance claims, denial follow-up, appeals coordination, and patient estimates.
Ability to manage patient concerns, financial conversations, staff performance, and workplace conflict professionally.
Ability to support HIPAA, OSHA, and office compliance requirements.

Responsibilities

Lead, train, schedule, and supervise the front office team, setting standards for professionalism, punctuality, and teamwork.
Manage the daily schedule to maximize productivity by handling confirmations, filling openings, managing cancellations and no-shows, and coordinating patient flow between the front and back office.
Lead the daily morning huddle, covering production, collections, and schedule priorities.
Serve as the first point of escalation for patient concerns and resolve them.
Use Dentrix for scheduling, treatment planning, billing, claims, reporting, and document management.
Maintain accurate Dentrix data, including patient records, insurance plans, fee schedules, and provider settings.
Build and maintain front office standard operating procedures for Dentrix-driven workflows.
Implement and manage Stratus for AI-assisted insurance verification, ensuring eligibility, benefits, and remaining maximums are checked before appointments and reviewing AI output for quality.
Use Dental Intelligence analytics to track production, collections, case acceptance, hygiene reappointment, recall, and new-patient performance, and act on the results.
Train the team on new technology, troubleshoot workflow issues, and promote adoption of AI and automation tools while maintaining accuracy.
Support recruiting, interviewing, onboarding, and training of front office and, as needed, other staff.
Manage staff schedules, time-off requests, and attendance.
Conduct coaching conversations and performance reviews, and document performance issues fairly and promptly.
Address and mediate office disputes and workplace conflict professionally and impartially, escalating to the doctor when needed.
Maintain employee records and support compliance with office policies.
Audit insurance verifications, claims, treatment-plan estimates, and patient communications for accuracy.
Implement systems, policies, and initiatives from planning through training and follow-up measurement, and verify that they are adopted.
Support HIPAA, OSHA, and office compliance requirements in administrative processes.
Design and continually improve the patient experience across phones, check-in, check-out, financial conversations, and follow-up.
Monitor and improve patient satisfaction, online reviews, and referral behavior, and respond professionally to feedback.
Coach the team on clear communication about treatment and costs to build trust and support case acceptance.
Manage accounts receivable by monitoring aging reports, following up on outstanding insurance claims and patient balances, and keeping AR days and over-90 balances at target.
Oversee claims submission, denial follow-up, appeals coordination, and accurate patient estimates before treatment.
Work with patients on payment arrangements and financial options in a firm, fair, and respectful manner.
Build and run an active recall plan for recare and hygiene recall, overdue patient reactivation, and unscheduled treatment follow-up, with weekly targets and tracked results.
Use Dental Intelligence and Dentrix recall tools to keep hygiene and doctor schedules full weeks in advance.
Develop and execute practical marketing strategies for new-patient growth and patient retention, including online presence and reviews, social media, promotions, community outreach, and referral outreach.
Track marketing results, including new patients, sources, and conversion, and report what is and is not working.