Integrated Practice Administrator

Columbia Dental PC • Manchester, CT

2d

About The Position

The Integrated Practice Administrator (IPA) is a dynamic and versatile employee responsible for overseeing the clinical, administrative, and operational functions of the satellite office locations of Columbia Dental. This role combines operational duties with hands-on support at the front desk and chairside, ensuring high standards of care, compliance, and patient experience. The IPA plays a crucial role in maintaining workflow efficiency, staff coordination, and quality assurance across the practice.

Requirements

• Excellent interpersonal communication skills
• Excellent organizational skills and detail oriented to effectively handle multiple tasks
• Demonstrates problem solving, conflict resolution, critical thinking, and positive communication through teamwork
• Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
• Able to work independently and provide leadership
• Self-motivated and takes initiative
• Skilled in using Oryx
• Able to pass background checks
• Previous work experience as a dentist, knowledge of dentistry, familiarity with dental procedures is required
• DANB Radiation Health and Safety Certification
• DANB Infection Control Certification

Nice To Haves

• Masters in Public Health, Healthcare Administration or related degree highly preferred
• Education in dentistry including foreign trained dentists may be acceptable substitution for required experience
• CPR is a plus

Responsibilities

• Opening and/or closing office for business
• Greet and interact with patients in a professional, friendly and empathetic manner
• Collaborate with clinical leads to evaluate patient communication strategies (verbal, written, visual) and assess impact
• Interact with co-workers and staff in a professional, friendly and empathetic manner
• Deliver quality and compassionate care to every patient
• Implementing structure and organization to the operations of the office
• Overseeing all financial aspects of the office including but not limited to collecting of monies, daily submission of monies to bank/Corporate Office, and reconciliation of patient payments
• Take inventory of supplies and submit order requests to ensure office has equipment and tools needed to maintain operations
• Manage scheduling of office staff
• Develop treatment plans in collaboration with providers and present financial options to patients
• Handle high-volume phone activity and patient communications effectively
• Schedule and confirm appointments for doctors and hygienists
• Coordinate and verify patient insurance, billing, and payment collection using Oryx or similar software
• Conduct internal insurance documentation reviews to improve billing accuracy and coding practices
• Generate reports from Oryx or similar software
• Track and analyze appointment volume, chair utilization, and provider productivity using Oryx and Excel
• Monitor patient follow-up adherence and treatment plan acceptance trends across sites
• Analyze cancellation and no-show patterns to recommend data-driven scheduling strategies
• Support front-office performance tracking, including phone metrics, intake time, and insurance verification accuracy
• Coordinate preventive care recall campaigns and track engagement, response rates, and ROI
• Support ongoing patient satisfaction measurement and assist with data aggregation and reporting
• Assist in designing and monitoring appointment reminder systems to reduce no-shows
• Generate weekly and monthly KPI reports (collections, production, recall effectiveness, hygiene utilization) for leadership use
• Maintain timely and accurate patient records and data entry
• Manage general office duties including faxing, scanning, and documentation
• Guide parents of minors and patients through our processes before treatment
• Prepare patient for examination and treatment
• Sterilize or disinfect instruments, set up instrument trays, and prepare materials before appointments
• Maintain the cleanliness of their work space before and after each patient including sweeping, vacuuming, mopping and disposing of garbage
• Timely document patient information, treatment plans, and procedures in patient chart
• Assist with suctioning, holding retractors and suture cutting during surgical procedures
• Set up and breakdown the operatory post treatment, sterilize instruments
• Take accurate digital dental X-rays including panoramic and 3D cone beam
• Provide patient education, pre- and post-operative instructions
• Monitor and evaluate the quality of care and clinical protocols to ensure consistency and excellence
• Assists with basic dental laboratory tasks
• Implements Columbia Dental procedures and policies
• Participate in clinical huddles and operations planning meetings across locations to share insights and recommendations
• Create and maintain standardized SOPs for administrative and basic clinical support functions
• Familiar with office equipment and able to troubleshoot issues that may arise with the equipment
• Responsible for adhering to all government regulations including OSHA, HIPAA and company standards
• Supervises other employees
• Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
• Travel to other Columbia Dental locations to provide coverage when requested by President and superiors
• Other relevant duties and responsibilities as assigned

What This Job Offers

• Career Level: Entry Level
• Number of Employees: 11-50 employees