Position Summary
The Office Manager oversees all daily practice operations, including but not limited to those outlined below. This position is full-time with working hours between 7:30am to 5:00pm EST/EDT Monday through Thursday, and 7:30am to 1:30pm EST/EDT Friday. Compensation is salaried starting at $58,000.00, with individual compensation offers commensurate with experience and seniority. The position requires full-time, in-office attendance at 11424 N 56 St Temple Terrace, FL 33617 with the potential for remote work when the office is closed to patient clinic services.
Position Responsibilities
The primary responsibilities of this position are to execute the daily requirements of the practice operating plan and targeted goals as determined by the managing surgeon of TOAFS, Forge Specialty Partners Chief Executive Officer, Forge Specialty Partners Chief Financial Officer, and Forge Specialty Partners District Manager. In addition to the responsibilities outlined below, this position is more broadly considered the liaison between TOAFS and Forge Specialty Partners. This position will be responsible for the following:
- Develop annual operational goals and budgets in conjunction with Forge Specialty Partners team and Dr. Semensohn
- Analyze and monitor operational performance, working with members of the Forge Specialty Partners team and Dr. Semensohn, to track referral trends in departmental KPIs like New Patient Volume, Average Appointment Value, Chairtime Utilization, Collections Rate, Patient A/R, etc.
- Maintain oversight over all operational-related expenditures company-wide through proper line-item accounting and in working with the Controller to ensure KPIs are within acceptable limits, e.g. clinical supplies, office supplies, equipment repair, and replacement
- Manage vendor contracts related to administrative or clinical operations, especially those associated with maintaining legal compliance, e.g. PHI shredding, sharps disposal
- Review all ordering and inventory management for both administrative and clinical departments to ensure best pricing, inventory maximization, appropriate use, and budget alignment
- Ensure daily monies collected are balanced and posted properly to align with charges in PMS and deposits in practice bank account(s) via an EOD process, including ensuring that any cash, checks, or money orders are deposited in a timely manner, and that the cashbox(es) are properly maintained on a daily basis with daily SOD and EOD counts recorded
- Oversee the execution of patient care in accordance with practice SOPs, state and/or federal regulations, and direction from the surgeon
- Oversee the use of the PMS by all team members to ensure that department standards and appropriate use are upheld and that all department team members demonstrate competent use of the PMS
- Oversee all hiring, training, and termination for administrative and clinical team members
- Manage bi-weekly payroll submission via Paylocity for hourly team members, including review of any expenses submitted, e.g. mileage, petty cash reimbursements, as detailed in the Employee Handbook
- Manage scheduling for all team members, including call-outs, PTO approvals, sick leave, and FMLA requests
- Manage HR concerns with support from Dr. Semensohn and/or Forge Specialty Partners’ Director of Human Resources, as needed
- Act as HIPAA and OSHA Compliance leader, ensuring legally required team training is completed; may extend to ensuring ACLS/BLS/PALS training is completed by the appropriate clinical team members per state licensing requirements
- Act as the first point of contact to coordinate IT issue resolution, equipment or facility repair, regular building and property maintenance, etc.
- Attend all practice-wide and parent-company-level meetings as scheduled by Dr. Semensohn or the Forge Specialty Partners team
- Keep current with oral surgery industry best practices and standards, and adapt existing workflows and strategies to stay relevant
- Seek out new and/or more effective software to improve the quality of output and/or output volume from the practice
Who would be a Great Fit
Our team is looking for someone who balances a serious can-do work ethic and a passion for leading by example. With a small office team of 7 working in the same office daily, a personality fit is really important to us during this hiring process. We would use the following words to describe our day-to-day team culture: direct, transparent, goal-oriented, empowering, considerate, passionate
This position is a leadership role, so someone with the ability and desire to train, coach and mentor a diverse team, with varied experiences and personalities, is key. It’s a dynamic role – every day will be a little different. This position would be ideal for an experienced office manager, practice manager, assistant manager, or treatment/financial coordinator looking to lead an excellent oral surgery office to even greater success.
Qualifications
The practice will expect that an applicant for the Office Manager position has the following qualifications to ensure success:
- High School diploma or graduation equivalency degree (GED) certificate
- Bachelor’s degree in Business or a related field, optional
- Advanced degrees and/or certificates in a related field, optional
- Intermediate proficiency in Microsoft Office Suite
- Intermediate proficiency in generating and analyzing operational and financial reporting
- Excellent oral and written communication
- Self-starter requiring minimal supervision and direct guidance
- 3+ years of oral surgery or other dental specialty experience, preferred
- 1+ years of management experience, preferred
- Bilingual (English/Spanish), preferred due to considerable Spanish-speaking patient population
Hiring Process
The District Manager will be responsible for reviewing all resumes and communicating with applicants. The interview process is two-stage. The first interview is a virtual call to discuss the position and your qualifications. If it seems like you’d be a great fit for the role based on experience, skills, and character, then you’ll take part in a second interview with Dr. Semensohn. This call with the managing surgeon will evaluate whether working together would be a good culture fit, since the relationship between the surgeon and the Office Manager is a very close one. During both interviews, we strongly encourage applicants to evaluate us to ensure that we are a team that you would like to work with. Interviews work both ways! After second-round interviews are completed, the District Manager will ensure that every applicant receives feedback regardless of whether or not we extend an offer. We believe in transparency in hiring!
Our hiring timeline is as soon as possible. If we are able to fill the position immediately, we will do so. Applications and interviews will be conducted on a rolling basis until the position is filled.
Forge Specialty Partners
Forge Specialty Partners is a DSO that understands the pressures and responsibilities of running a successful specialty dental practice because it is what we do every day. The platform is designed to execute a flexible, tailored approach to the affiliation process by offering a la carte operational support that respects the owner-clinician desire to maintain a legacy without the continued demands of running a business as a sole proprietor.
Without sacrificing autonomy, the Forge platform capitalizes on economies of scale led and directed by owners who understand the reality of exceptional patient care, delivered daily, at the lowest possible cost to the business. The a la carte support structure allows owner-clinicians to identify areas of opportunity within their own business and markets at a time that is right for them, resulting in improved agility to respond to changes in the patient population, dental industry, and economic or political environment.
In-practice Network
The Office Manager will report directly to the District Manager. Administrative and Clinical positions report to the Office Manager for matters of scheduling, time off requests, performance review, hiring and training, disciplinary action, and termination.
HR matters not resolved within the practice management hierarchy should be directed to the Director of Human Resources for Forge Specialty Partners.
Job Type: Full-time
Pay: From $58,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Bereavement leave
- Dental insurance
- Employee assistance program
- Health insurance
- License reimbursement
- Life insurance
- Paid sick time
- Paid time off
- Pet insurance
- Uniform allowance
- Vision insurance
Work Location: In person
