Office Manager

Overview

Position Summary

The Office Manager (OM) is the manager and leader for issues and concerns regarding the day-to-day operation of the individual dental office. In some locations, it may mean taking on other tasks outside the below job description depending on the size of office, patient volume, and current staffing levels. The OM works in conjunction with the dentist(s) to insure an optimal office environment for staff and patients.

Responsibilities

Typical Duties and Responsibilities

• Provide outstanding customer service, maintain positive relationships, and act as a resource for everything related to office operations. The goal is to minimize patient complaints, insure continuous improvement is occurring as measured by the Press Ganey Scores, reduce patient wait times, and increase case acceptance.
• Monitor Direct Care Expenses as a % of RVU’s. Direct Care Expenses include all Direct Care Staffing expense, Lab Supplies expense and Clinical Supplies expense.
• Facilitate communications between office staff and senior management to minimize team turnover, foster team unit, and create a positive office environment to nurture professional development.
• Responsible for collaborating with the Patient Safety Coordinator to monitor and insure OSHA compliance, completion of maintenance logs, and submission of required testing/documentation.
• Responsible for completing the following administrative functions in an accurate and timely manner: planning, assigning, and directing work for office staff; managing personnel concerns; verifying and approving accurate pay records; and conducting employee development meeting, as required.
• Assist with the hiring, training, orienting, coaching, and evaluating of office staff.
• Assist in the orientation and evaluation of dental students, including coordination and supervision of the student schedule and completion of necessary documentation.
• Provide accurate and timely information, verbally and/or written, to the dentists, administration and senior management as requested.
• Maintain Gain Share calculator.
• Maintain Performance Board.
• Drive patient utilization of the dental office through community involvement and networking with key opinion leaders from other local support organizations.
• Maintain appropriate staffing levels and supply budget (both clinic and lab) based on RVU production.
• Maintain the daily Dentrix schedule to exceed the daily RVU goal and meet revenue goals.
• Responsible for all management and clerical issues in the office except for issues pertaining to the scope of a provider’s professional responsibilities.
• Responsible for understanding financial reports, creating an annual operating budget, and managing variable expenses.
• All other duties as assigned.

Knowledge, Skills, Abilities

• Exceptional interpersonal skills.
• Ability to maintain outgoing, friendly attitude with patients, staff, and doctor even under pressure.
• Ability to work with interruptions and manage competing priorities.
• Ability to meet deadlines.
• Ability to work unsupervised.
• Ability to lead people and manage projects effectively.
• Exceptional verbal and non-verbal communication skills.
• Computer skills. (Microsoft Word, Excel, Outlook, PowerPoint, and Internet)
• Ability to operate office equipment (i.e. calculator, fax, copier, scanner, postage meter, credit card terminal, multiple phone lines.)
• Strong problem solving and presentation skills
• Leadership skills (i.e. professionalism, discretion, integrity, honesty, and dedication.)
• Ability to interpret data and use the information to create tactics for improving operational efficiency.

Qualifications

Job Specifications

• Associates Degree or equivalent college credits
• College Degree in business/leadership preferred
• Office management experience
• Dental experience a plus