Job Details

We are looking for an Practice Manager of Operations to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. The Practice Manager of Operations duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, posting payments, handling patients and parents, and providing general administrative support to our employees. Previous experience as an Office Manager is an advantage. A successful Practice Manager of Operations should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties in a fast pace environment. Ultimately, the Practice Manager of Operations should be able to ensure the smooth running of the office and help to improve company procedures, day-to-day operation, and overall culture to the practice.

PRIMARY RESPONSIBILITIES

Responsible for administering the day-to-day activities of the business office, including: patient and employee relations; staff interviewing/dismissal; management of marketing and communications efforts; ensuring regulatory compliance; staff training and motivation. Assist the dentist with other tasks as assigned.

SPECIFIC DUTIES

• Manage day-to-day operations of dental office, Accounts/Receivable, Collections, Insurance
• Manage and direct staff assignments and activities, in accordance with office policies and applicable laws
• Manage compliance with OSHA, state and federal regulations Know and follow dental office contingency plan
• Stay current with trends, legislation and regulations in the dental profession
• Manage patient financial accounts
• Manage the hiring and ongoing performance of staff
• Manage and update office computer system

Patient Management

• Oversee patient relations and handle patient complaints
• Help explain office policy to patients
• Help support staff as needed (i.e., appointment scheduling, collections, insurance, etc.)
• Monitor patient relations with regular patient satisfaction surveys

Staff Management

• Assign, direct and manage staff duties, as assigned by the dentist
• Determine staff schedules
• Recruit, interview and hire employees as directed by the dentist
• Orient and train new staff
• Organize staff training on OSHA and HIPAA compliance
• Display any posters required by federal, state or local law
• Monitor staff performance
• Conduct staff and salary reviews
• Coordinate team meetings
• Engage in conflict resolution
• Help arrange for staff CE
• Make business travel arrangements for dentist and staff

Records and State and Federal Regulations Management

• Help implement compliance with state and federal regulations
• Arrange for OSHA, HIPAA, and risk management training
• Maintain employment records
• Update and maintain employee policy manual
• Help dentist draft office policies

Marketing and Public Relations

• Oversee the design of marketing and promotional materials (print and electronic)
• Manage dental office advertising/recruiting ads for new staff
• Implement marketing strategies
• Coordinate event planning, conference travel, volunteer and mentorship opportunities, community outreach, and similar programs
• Assist with dental office facility management

Social Media

• Oversee the development and maintenance of pages on appropriate social media platforms, including the practice blog
• Supervise the creation of appropriate and engaging social media content
• Monitor and manage comments and questions that arrive via social media channels
• Develop and implement a strategy for handling negative reviews on sites such as Yelp, Google and Facebook
• Stay current with trends in the dental profession and social media in general

PERSONNEL REQUIREMENTS

Education/Experience

• High school diploma or equivalent; College Preferred
• Dental experience preferred, but not required.
• Experience in a dental specialty; pediatrics, orthodontics and/or endodontics
• Working knowledge of computers for word processing (Microsoft Office), insurance claims processing and records management
• Experience with medical coding and billing
• Experience in the healthcare field
• Experience with Accounts/Receivable and Collections
• Experience with healthy and positive management of staff

Interpersonal

• Excellent communications skills
• Team player
• Conflict resolution experience
• Customer service or patient relations experience
• Ability to communicate all concerns to the dentist