Office Manager Job Description
Purpose: The Office Manager (OM) is a key position for Darling Children’s Dentistry. The OM is the person who will ensure good business practices for the organization while the dentist and clinical team focuses on providing dental care. They are responsible for the daily non-clinical operations of Darling Children’s Dentistry including patient satisfaction, revenue, profitability, non-clinical team selection, performance, and development. They are responsible for assisting patients to complete Doctor prescribed treatment plans thereby helping patients get the care they need and fulfilling our mission. The position has direct supervision of Front Office Coordinators of all levels.
Core Competencies:
- Creates strong morale and spirit in his/her team; fosters open dialogue; creates a feeling of belonging in the team.
- Is dedicated to meeting the expectations and requirements of internal and external customers.
- Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results
- Adheres to an appropriate and effective set of core values and beliefs during both good and bad times; acts in line with those values
- Is optimistic; can inspire and motivate vision and sense of core purpose
Operations Competencies:
- Providing feedback, instruction, and development guidance to help others excel in their current or future job responsibilities; planning and supporting the development of individual skills and abilities.
- Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences
- Clearly and succinctly conveying information and ideas to individuals and groups in a variety of situations; communicating in a focused and compelling way that drives others’ thoughts and concerns.
- Attends to the needs and feelings of others to develop effective working relationships; takes a structured approach to managing self and others; exhibits leadership qualities that elicit the trust of others; rapidly learns and applies new job-related information; demonstrates a continuous learning orientation.
- Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
Essential Responsibilities:
- Committed to Darling Children’s Dentistry core values and mission
- Human resources responsibilities with hiring, supervision, and performance reviews
- Knowledge of HIPAA, OSHA, and labor law
- Office expert in all aspects of billing, insurance, and regulations
- Executes patient consults to ensure patients understand Doctor prescribed treatment plans; conducts patient chart audits; performs handoffs; conducts treatment consultations according to company policies; enters and updates patient plans at the direction of the treating Doctor using the company operational system and follows-up with patients during subsequent visits to schedule open treatment
- Works with doctor and patient to ensure the patient completes the doctor prescribed treatment plan; uncovers and removes the patient’s barriers for completing treatment; alerts the Doctor when the patient has clinical questions; educates the patient regarding insurance benefits and affordable payment options including third-party financing; follows-up with patient during subsequent patient visits to review completed treatment and schedule appointments for open treatment
- Resolves patient satisfaction issues; identifies and follows through on actions to eliminate those issues; surfaces issues to Doctor and leadership team when necessary
- Ensures patients’ visits exceed expectations; takes appropriate action when visits do not exceed those expectations
- Partners with Clinical Leader to ensure appliances, laboratory results, and other time-sensitive procedures are delivered by promised dates and that patient expectations are met or exceeded
- Monitors Practice Metrics: including office revenues and expenditures; identifies opportunities for improvement and executes improvement plans approved by the Doctor and leadership team
- Partners with the Doctor to optimize the patient schedule and flow; ensures patients are scheduled according to the Doctor’s scheduling preferences
- Plans and facilitates necessary meetings such as Morning Huddles, Administrative Meetings, All Team Meetings, etc.
- Supports business goals by utilizing schedules effectively and supporting practice revenue objectives
- Manages office staffing levels to ensure the office is adequately staffed to serve patients.
- Partners with the Doctor and other team members to assess, select, and hire Office team members
- Partners with Doctor and other team leaders to regularly evaluate team members’ individual performance, provides positive feedback, and takes appropriate corrective action when needed.
- Partners with the Doctor to onboard and train office team members
- Partners with the Doctor and other team members to prepare and deliver performance reviews; develop performance plans, and goals for direct reports
- Partners with the Doctor to actively recognize and reward the Office team and individual team members for meeting office goals and demonstrating behaviors consistent with the company's mission, vision, and values.
- Supports trial and pilot initiatives to improve office functioning.
- Completes administrative and reporting tasks such as responding to time-off requests, weekly timecard entry, incident reports, and coordinating travel plans for the Office Team
- Orders supplies and manages office inventories
- Provides a safe and clean facility for our patients to receive care and team members to work
- Ensures the office is OSHA compliant and housekeeping and preventive equipment maintenance schedules are followed
- Understands the business structure of Darling Children’s Dentistry and its role as a support service provider for the Doctor
Qualifications
- Education: high school diploma or equivalent
- Job related experience: 3 or more years
- General business knowledge: understanding of profitability; P&L statements
- Ability to use Microsoft Office Word, Excel applications, and company operational systems
- Physical requirements: mostly walking, talking, standing, and updating information in computer systems
Pay: $30.00 - $36.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Paid time off
- Professional development assistance
Application Question(s):
- Do you have 5 or more years experience in medical or dental insurance?
- Do you have extensive experience managing a team?
- Do you have extensive experience handling challenging interactions with customers?
Work Location: In person
