Job Description: Practice Leader & Office Manager
We are currently looking for a driven and team-oriented practice leader/office manager to oversee all administrative operations in our dental office. You will be responsible for front office employees, including reception and dental assisting specialists. This position will assume fiscal responsibility for dental business operations, efficient staffing and scheduling models, and policy/procedure development.
To excel in this role, you should be self-motivated, highly organized, a good communicator, and have the talent to inspire teams. It is important that the prospective candidate understands how to manage staff schedules and billing systems.
Principal Duties & Responsibilities
- Plan and manage dental business operations to ensure excellent patient support services.
- Oversee daily office activities and provide direction and guidance to staff as needed.
- Ensure that all patient appointments, cancellations, and last-minute adjustments are handled properly.
- Respond efficiently to patient and doctor needs and inquiries.
- Ensure the delivery of quality dental care to patients.
- Respond to patient queries and issues and ensure patient satisfaction
- Guarantee office productivity, develop and manage all internal office procedures and practices.
- Maintain the dental clinic’s cash control, staff schedules, general ledger, and billing system.
- Deliver direct individual and team leadership to ensure all office employees produce outstanding client service.
- Coordinate the day-to-day execution of office practices that increase productivity and efficiency.
- Respond to clinical and operational issues in a timely and professional manner.
- Create and implement an effective office budget.
- Hire, supervise and train new office employees.
Knowledge, Skills & Abilities
- High school diploma or relevant certification required.
- A minimum of 2 years of dental administration experience.
- Should have exceptional leadership and problem-solving skills.
- Dedicated to delivering excellent customer service.
- Must be friendly, professional, and highly organized.
- Solid understanding of dental billing and insurance procedures.
- Previous dental experience is beneficial.
Work Environment
The work environment characteristics described here represent those an employee will encounter while performing this job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to blood-borne pathogens, airborne fomites, infections, and other contagious diseases; fumes or airborne particles; toxic or caustic chemicals; and vibration. In addition, the employee is frequently exposed to the risk of radiation.
Other Benefits
- Paid vacation
- Paid holidays – regardless of what day it falls on
- Office Bonus System
- 401K
The Top 10 Questions Business Assistants should ask their Future Employer
Insurance is complicated. I have found that the offices that function the best, the entire team understands the process. Do your Doctors, Hygienists, and Dental Assistants understand / are involved in the insurance process?
I love my work, but I don't want my work to be my life. Do you make me give up my weekends? Do you offer any flexibility, even for weekdays?
As an office grows, I know I will need more help. How do you support your Business Assistants (mentorship, training portals, remote teams, insurance verification, appointment reminder systems, accounts receivable)?
I understand dental technology leads to a better patient experience and quality of care. What technology have you implemented for the front office specifically (Dual screens, digital forms)?
For me to grow, I know I need support. How are you going to support my teammates that ultimately support me (Doctors, Hygienists, Dental Assistants)?
I like working in a structured and organized environment. Tell me about your protocol for intaking new patients from the initial phone call to checking out the patient (what is the new patient cycle)?
Do you know what Shift Work Disorder is and what are you doing to help prevent that in your organization? An example is a 7am start one day, and a 7pm end the next day.
Anxiety and burnout is prevalent in our profession. How do your systems and processes help fight against this problem?
Teamwork is great. Give me an example of how that directly relates to my day to day duties (Does anyone help me with answering phone calls, checking in / out, scheduling)?
I think that team-based offices are the best. Do you have team bonuses if the performance is there?