Dental Office Manager

CaliDental•Seaside, CA

22d•$28 - $35

About The Position

The Dental Office Manager oversees the efficient operations of a dental practice and works closely with staff and dentists to provide excellent patient care and customer service. The role is responsible for office operations, including marketing coordination, expense budgeting, staff scheduling, meetings, payroll, and employee records. The manager may also support front-office activities such as appointment scheduling, treatment plans, billing, patient check-in and follow-up, and answering phones. The position combines interpersonal and technical responsibilities. The manager coaches and develops staff; oversees patient flow and coordination of care; helps patients understand insurance benefits, financing, and payment options; and ensures compliance with workplace safety, infection-control, HIPAA, and other policies and requirements. The manager also oversees inventory, maintenance, housekeeping, lab-case organization, accounting-related document scanning, and bank deposits, while working to meet monthly operational goals. The practice is fast-paced and patient-focused. The manager works closely with dentists and is on call when the office is open. The position is full time, with occasional evening or weekend hours potentially required depending on the practice. Office hours are Monday through Friday, 8 a.m. to 5 p.m., and Saturdays as needed.

Requirements

Previous supervisory experience is required.
Excellent customer service and verbal communication skills.
Ability to read, write, speak, and understand information and present it effectively one-on-one with patients.
Ability to apply common-sense understanding to carry out written or verbal instructions.
Basic computer knowledge.
Ability to work in a fast-paced, patient-focused environment.
Detail orientation and ability to multitask.
Interpersonal skills, patience, and sensitivity to patients who may be in pain or under stress.
Listening skills and ability to resolve patient and employee questions or concerns.
Strong organizational skills and ability to complete recordkeeping and regulatory requirements accurately while managing competing priorities.
Ability to walk or stand for extended periods, bend, climb stairs, and lift items.

Nice To Haves

Previous dental office or healthcare experience.
Previous management experience supervising 8–15 employees.
Experience with dental management software.
Bachelor’s degree; candidates with comparable work experience may also be considered.

Responsibilities

Create a professional, open, trusting, and positive work environment.
Motivate and coach office staff daily and follow up with performance improvement plans when necessary.
Process payroll on time and maintain employee records securely.
Review, approve, and log staff vacation, sick, and unpaid leave.
Hire, train, develop, and mentor office staff, including dental assistants and receptionists.
Apply the Employee Handbook consistently and follow established policies, procedures, and regulatory requirements.
Follow OSHA, infection-control, safety, and HIPAA requirements; maintain confidentiality and ensure proper reporting and records.
Schedule office staff according to patient volume and minimum coverage needs.
Coordinate patients’ dental care by monitoring patient flow and overseeing office staff.
Work with dentists to address patient care.
Explain financing options, payment plans, insurance benefits, and financial options to patients in non-clinical terms.
Submit payer pre-authorizations and follow up on approvals and denials within required timeframes.
Maintain an organized office, including workstations and exam rooms.
Organize lab cases and ensure patients are scheduled for follow-up visits.
Hear and resolve patient and employee complaints or concerns.
Investigate and resolve Non-Conformance Reports (NCRs).
Conduct staff performance reviews and address training needs.
Conduct daily morning staff meetings to communicate goals and changes to policies and procedures.
Manage inventory of tools, instruments, and supplies, with the option to delegate this responsibility.
Meet or exceed monthly operational goals.
Assist front-desk staff with patient check-in, follow-up, appointment scheduling, treatment plans, billing, or phone calls as needed.
Address maintenance and housekeeping issues, contact vendors as needed, and complete assigned reports.
Scan EOBs and checks for accounting purposes.
Make bank deposits weekly or as agreed.
Walk between operatories and the front desk and observe all areas of the office.
Bend, climb stairs, and lift items such as boxes or inventory.