Office Manager Jobs

Summary

Working directly with doctors, clinical, and administrative staff, to ensure that all aspects of the practice operate fluidly and effectively. This position is responsible for establishing the highest level of patient care and satisfaction, including resolving patient complaints. Oversees the daily management of the practice, including the planning, organizing, directing, and coordinating of all administrative and clinical tasks and resource allocation. Creates an environment that highlights the talents of the staff to see that patients receive the highest standard of dental care.

Essential Functions

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

• Complies with: Dental Depot policies and procedures; OSHA policies, procedures, rules, and regulations; and HIPAA policies, procedures, rules, and regulations.
• Provides written and oral instruction or feedback to employees to enhance employee relations.
• Conducts yearly performance evaluations for doctors, and administrative and clinical staff.
• Maintain regular and reliable attendance
• Consult with medical, business, and community groups to discuss service problems, respond to community needs, enhance public relations, coordinate activities and plans, and promote health programs.
• Assists in the development of administrative and clinical training materials and programs.
• Train Business Office Assistants and Treatment Coordinators.
• Maintains dependable job attendance and can be relied on to follow through with assigned tasks.
• Ensures office compliance with licensing laws, health, safety, and other statutory regulations.
• Liaison to the Maintenance Department, ensuring office fixtures, furnishing, grounds, and attendant repairs to such are timely reported and performed, and adequate administrative and clinical supplies are on site.
• Monitors daily, weekly, and monthly employee performance giving positive feedback, and administering disciplinary action or employee terminations following company protocol.
• Lead daily employee huddles.
• Creates an environment conducive to achieving practice performance goals.
• Prepares and delivers timely administration of all paperwork and reports.
• Plans and continuously monitors and updates office budget with a focus on staffing and resource allocations.
• Manages and oversees daily office operations, including doctors and administrative and clinical staff, patient interactions, scheduling, and short-term office planning.
• Develops and spearheads the practice, providing employees with constructive feedback to improve individual and team morale.
• Proficiently uses conflict resolution and problem-solving techniques to manage interpersonal office conflict and patient complaints.
• Communicates respectfully and courteously with patients, vendors, and employees.
• Increases knowledge and skills through self-study and other education.
• Constantly debriefs Directors on practice business, including administrative and clinical updates, to ensure continuous operational growth and improvement.
• Completes annual education and/or licensing requirements if applicable.
• Supports the Dental Depot mission statement by providing a positive example for staff.
• Determines work schedules and work assignments for doctors, and administrative and clinical employees.

Position Qualifications

• Management Skills - Ability to organize and direct oneself and effectively supervise others.
• Judgment - The ability to formulate a sound decision using the available information.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea.
• Empathetic - Ability to appreciate and be sensitive to the feelings of others.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Enthusiastic - Ability to bring energy to the performance of a task.
• Decision Making - Ability to make critical decisions while following company procedures.
• Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Business Acumen - Ability to grasp and understand business concepts and issues.
• Resource Management (People & Equipment) - Ability to obtain and appropriate the proper usage of equipment, facilities, materials, as well as personnel.
• Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Energetic - Ability to work at a sustained pace and produce quality work.
• Delegating Responsibility - Ability to allocate authority and/or task responsibility to appropriate people.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Project Management - Ability to organize and direct a project to completion.
• Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage budgets, and make sound long-term investment decisions.
• Goal-Oriented - Ability to focus on a goal and obtain a pre-determined result.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Change Management - Ability to encourage others to seek opportunities for different and innovative approaches to addressing problems and opportunities.
• Conflict Resolution - Ability to deal with others in an antagonistic situation.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

Work Environment

While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, body fluids, bloodborne pathogens, and the risk of radiation. The noise level is usually moderate. As the dental practice is heavily dependent on schedule, the general environment can become hectic at times. Therefore, the employee must be able to handle effectively the normal anxieties associated with the job.

Education:

• High School Graduate or General Education Degree (GED): Required

Experience:

• 3 plus years of experience in Dental Office Management preferred. Successful completion of the Manager-In-Training Program (MIT) preferred.

Certifications & Licenses:

• Must have current Scheduling Institute Certification within 30 days of employment.

Computer Skills:

• Dental Software knowledge (Eaglesoft knowledge preferred, but not required.) All Microsoft Office products, preferred but not required.

Other Requirements:

• Must have a valid driver's license, proof of valid vehicle insurance, and must have annual Motor Vehicle Record Check, as a condition of employment if employee operates any Company-owned vehicles or drives their own personal vehicle for Company business purposes. Must have knowledge of CDT Codes and pass the bi-annual Dental Depot CDT codes test.

Physical Requirements:

• Ability to wear Personal Protective Equipment (PPE) - Such as safety glasses, surgical masks, and protective gloves