Dental Office Manager

Job Duties & Responsibilities: 

·         Ensures smooth flow and timeliness in the delivery of patient care.

·         Ensure compliance with OSHA and HIPAA regulations.

·         Recruits and selects new candidates for open dental positions.

·         Coordinates with HR in preparing paperwork for new hires and terminations.

·         Supervise the orientation and training of all new dental assistants and sterilization technicians, ensure their training includes, understanding the organization’s internal communication system, location and proper use of Policy, Procedures, Job Aids, and documentation requirements.

·         Ensure dental supplies are not under-stocked or over-stocked, through an inventory control procedure, and all supplies are within expiration dates.

·         Ensure all supply deliveries are processed within 24 hours of delivery and packing slips are verified and forwarded to finance department.

·         Identify and organize training programs for staff.

·         Determine each staff’s daily work schedule, ensuring breaks and mealtimes follow California Labor Laws.

·         Monitor PTO accruals and review and approve time off requests.

·         Delegate and coordinate work tasks.

·         Manage performance including annual evaluations.

·         Maintain staff attendance and punctuality reports.

·         Review and approve timecards including overtime.

·         Motivate, mentor, and coach staff.

·         Assist with scheduling and problem solving to minimize patient waiting time and to increase efficiency and quality of dental services.

·         Ensure appointment schedules for dentists and hygienist are maximized and schedules reflect productivity goals.

·         Ensure patients are accurately registered within the electronic record and all required data is entered accurately.

·         Monitor staff’s adherence in verification of patient’s insurance eligibility, communication with patients regarding potential out of pocket costs, and availability of application and screening assistance for financial assistance with cost of services.

·         Ensure all dental visits are accurately documented and submitted for billing within 72 hours of services rendered.

·         Ensure office equipment is maintained in good working order and staff adherence to all infectious diseases policies and procedures.

·         Process patient inquiries and complaints and ensure all complaints are submitted through electronic portal on AVH website.  

·         Regularly analyze office operations and develop solutions to operational issues.

·         Compile and present monthly productivity and performance dashboards.

·         Evaluate existing policies and procedures on a routine basis, updating or creating new policies and procedures as needed.

·         Design and implement procedural improvements as needed.

·         Prepare job aids describing workflow and procedures to ensure staff have tools required in completing their job tasks.

·         Ensure adherence to policies, procedures, job aids, and communicate to staff when any changes are made.

·         Attend leadership/management meetings as directed.

·         Other duties as assigned.

Education/Licensing/Training:

·         Registered Dental Assistant (RDA) License

·         Basic Life Support Certification (BLS)

·         Administration/Business Associate Degree (A.A.) or two years related experience and/or training, or equivalent combination of education and experience.

Knowledge, Skills and Experience:

·         Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; uses reason even when dealing with emotional topics.

·         Customer Service - Manages difficult or emotional patient situations; responds promptly to patient needs.

·         Teamwork - Balances team and individual responsibilities; gives and welcomes feedback; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

·         Managing People – Demonstrates leadership qualities, strong written, interpersonal and oral communication skills.

·         Judgment - Exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

·         Planning/Organizing - Plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks.

·         Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

·         Adaptability - Adapts to changes in the work environment; manages competing demands; able to deal with frequent change, delays, or unexpected events.

·         Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

·         Computer skills - Intermediate to advanced computer skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing duties of this job, the employee is frequently required to sit ergonomically correct for extended periods of time.  The employee is regularly required to stand; walk and use hands to finger, handle, or feel.  Along with pushing, pulling, lifting and twisting.  The employee must occasionally lift and or move 20 pounds.

• Medical, Dental and Vision Insurance

• 401(k) with matching
• Generous Paid Time Off, Personal Day, and Holiday packages
• Flexible Spending Account Plan
• Employee Assistance Program
• Life/ADD insurance policy
• Long Term Disability Insurance

Compensation: $72,800.00 - $93,600.00 annualy, exempt