Office Manager

Levens Orthodontics-posted 2 months ago
Full-time • Mid Level
St. Louis, MO
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At Levens Orthodontics, we make it our mission to give our patients reasons to smile every day. Now, we're seeking a talented Office Manager to join our passionate team and help us maintain our commitment to quality dental care. As an Office Manager, you will coordinate seamlessly with the Regional Directors of Operation, doctor(s), and corporate departments to streamline business operations and ensure proficient practice functioning. You will oversee all facets of patient care, from appointment scheduling to financial coordination, while emphasizing exceptional customer service and patient satisfaction.

  • Coordinate seamlessly with the Regional Directors of Operation, doctor(s), and corporate departments to streamline business operations and ensure proficient practice functioning.
  • Oversee all facets of patient care, from appointment scheduling to financial coordination, while emphasizing exceptional customer service and patient satisfaction.
  • Serve as the primary communication channel between key stakeholders, fostering a positive and collaborative work environment for the team.
  • Facilitates communication from the executive team to doctors and team members.
  • Supervises support staff to ensure maximum production and service.
  • Coordinates with the Accounting Department on accounting functions including accounts payable, accounts receivable, bank transactions, accounting reports, and practice budgeting.
  • Assists with recruiting efforts through application screening, interviewing, and hiring.
  • Oversees patient care by scheduling appointments, coordinating financial arrangements (including billing and insurance), maintaining patient records, and following up on delinquent accounts.
  • Educates and motivates support staff to achieve excellent customer service and patient satisfaction from services rendered by the practice staff.
  • Partners with doctor and the executive team to conduct performance evaluations, coach for performance improvement, and discharge staff as needed with assistance from executive team and doctor(s).
  • Prepares work schedules for staff to assure optimal production and service.
  • Trains support staff in their respective positions.
  • Assists with new hire orientation.
  • Coordinates continuing education events.
  • Consistently administers personnel policies as written and distributes to staff as needed.
  • Maintains employee personnel files and licensing records.
  • Acts as a liaison between patients and staff concerning problems and complaints and attempts to resolve the matter(s).
  • Ensures all required employment, payroll, and benefit documentation is obtained from staff and maintained in the proper files.
  • Assists with tracking and reporting as needed.
  • Keeps practice in compliance with health regulations and OSHA.
  • Assures that the practice property is clean, professional and well-kept and that all clinical and office equipment is kept in proper working order and arranges for landscaping/gardening or other services as required.
  • Assists the employer with developing a marketing program to maintain the financial welfare of the practice.
  • Reviews fee structures for products and services with the executive team and implements changes to achieve financial success.
  • Research costs associated with purchasing supplies and equipment to ensure the most advantageous price is obtained.
  • High School Diploma or Equivalent
  • Minimum 5 years of dental admin experience.
  • Experience managing a team.
  • Ability to partner with the doctor and the executive team to achieve practice performance targets.
  • Knowledge of federal and state labor law regulations.
  • Knowledge of English composition, grammar, spelling, and punctuation.
  • Skilled in the use of standard office equipment including telephones, calculators, copiers, fax, computers, and computer software (MS Excel, Word, Practice Management software).
  • Maintain composure and professionalism when exposed to stressful situations.
  • Ability to engender trust from the executive team, doctors, co-workers, and patients.
  • Work cooperatively with management, staff, and patients.
  • Proficient in using conflict resolution and problem-solving techniques to manage conflict, patient complaints, and other discord.
  • Prioritize, organize, and complete tasks in a timely and independent manner.
  • Ability to accept constructive criticism.
  • Understand and follow written and verbal instructions, collect data, establish facts, draw valid conclusions, and maintain confidentiality.
  • Communicate and express thoughts and ideas competently.
  • Ability to quickly grasp relevant concepts regarding duties and responsibilities.
  • Quarterly Bonus Potential – up to $700
  • Health, Vision, and Life Insurance
  • 401(k) Safe Harbor Plan with a 3% Employer Contribution
  • Competitive Dental Services Employee Discount
  • 6 Paid Holidays & PTO
  • Flexible Spending Account
  • Health Savings Account
  • Scrub Allowance
  • Continuing Education Allowance
  • Licensure/Certification Reimbursement
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