Dental Office Manager Job Description: Top Duties and Requirements

A Dental Office Manager, or an Office Manager, keeps a dental office or clinic running smoothly by completing a variety of administrative tasks. Their duties include creating work schedules for Dental Assistants and other employees, hiring and training administrative staff, and establishing office protocols and procedures.

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What does a Dental Office Manager do?

Dental Office Managers supervise employees and help resolve complaints and conflicts. They submit patient claims to insurance companies and send payments for liability insurance, utilities, and other expenses. These professionals manage the inventory of dental office supplies, and order replacements when needed. Dental Office Managers negotiate with vendors and subcontractors for lower prices and make sure staff members keep treatment areas and waiting rooms clean and presentable. 

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Dental Office Manager Job Description Examples:

 

Example 1

Job description We are currently looking for a Practice Manager/office admin. to join our team at Kelowna Downtown Family Dentist. Our office is growing and we are looking for a dental professional with reception experience as well as clinical knowledge. The practice manager plays a critical role within the practice, accountable for driving practice performance, leading team, and enhancing the patient experience. This leadership role demonstrates enthusiasm and passion for patient care as we strive to be leading Oral health care providers. *Key Responsibilities: * Leadership/Patient Experience * Lead, coach and motivate team, colleagues to improve productivity, engagement and retention of customers. * Engage and build team through effective hiring, training and ongoing performance management, employee relations, performance reviews and health * Establishes and maintains effective communication throughout the practice including leading daily huddles and team meeting * Ensure exceptional customer service with a talent for building loyalty and focus on delivering optimal patient care * Resolve patient concerns, investigate patient complaints, and resolve conflict * Communicate with insurance companies and maintain an understanding of insurance standards Practice Operations & Planning * Create and execute plans to improve daily operations of the practice ensuring maximum productivity, operational excellence & efficiency * Collaborate with Practice owner to build and ensure alignment of practice targets and execution strategies and plans * Works to improve daily operations of the practice; develop strategies to increase organic patient growth * Consistently review clinic environment and key business indicators to identify problems, concerns, and opportunities for improvement to provide coaching and direction to team Patient Safety & Compliance * Partner with Compliance and Human Resources to ensure the clinic is fully compliant and meets the provincial health regulation standards * Ensure all health standards are met or exceeded * Proactively ensure that all risk areas are identified and addressed in a timely manner and according to set standards and applicable legislation * Work in accordance with the practice’s Health and Safety Policies and Procedures and in compliance with applicable provincial legislation Management & Administration * Accountable to achieve financial objectives focus on increasing revenues (visits & services), Ebitda, optimizing labour models, consumables, other controllable expense * Manage and monitor all aspects of dental practice finances by reviewing and improving practice reports * Ensure effective team and patient scheduling * Accountable for all patient financial arrangements/payment plan * Manage and analyze daily staffing costs and oversee accounts receivable process * Responsible for meeting and exceeding production goals and controlling operational costs, maintaining high profit margins *Role Requirements* * 3 to 5 years of experience as a Dental office manager * Experience with Dental Tracker) * Strong business acumen and extensive experience in managing P&L, forecasting and budgeting * Knowledge of and demonstrated ability in company values; collaboration, integrity, excellence and innovation * Proven leadership results with leading, coaching and developing teams * Exceptional customer service skills with a talent for building loyalty * Strong commitment to maintaining health regulation and operational standards * Experience managing business operations including staff scheduling, finances, inventory and people management Expected start date: Immediately Job Types: Full-time, Permanent COVID-19 considerations: We are following all required protocols to keep patients and staff safe. Job Types: Full-time, Permanent Salary: per year Benefits: * Dental care * On-site parking Schedule: * 8 hour shift COVID-19 considerations: we are taking all covid 19 precautions to keep our staff safe. Application question(s): * How many years you have worked in Dental field as Ofiice manager/admin?

Dental Office Manager duties and responsibilities

Dental Office Managers enforce company policies and make sure that employees comply with applicable laws and regulations. They also implement cost-cutting measures to work within budgets. Dental Office Managers ensure the office has energy-efficient appliances or LED lights, and they prevent unexpected expenses by scheduling regular building and equipment maintenance and repairs. They also change schedules to handle unexpected events such as employee absences or dental emergencies, and distribute payroll checks to employees. Other duties and responsibilities a candidate must excel at include:

  • Maintaining the facility’s records and keeping them organized
  • Developing and maintaining close relationships with team members and customers 
  • Resolving complaints and conflicts between customers and employees
  • Planning office celebrations, awards ceremonies, and other events
  • Authorizing overtime and other expenses
  • Participating in performance evaluations for employees
  • Using software to keep detailed records
  • Creating reports for owners and executives

Dental Office Manager skills and qualifications

Successful Dental Office Managers are friendly, polite, and professional. They can work with a variety of people. They’re good at resolving conflicts, and they can help ensure everyone at the office gets along well. Top prerequisite skills and qualifications for Dental Office Managers include:

  • Outstanding customer service skills
  • Excellent written and verbal communication skills
  • Great organizational and time management skills
  • Familiarity with dental procedures, their benefits and risks
  • Ability to explain complex concepts to patients and employees
  • Ability to promote the business using social media
  • Understanding of basic math, accounting, and budgeting
  • Familiarity with computers, copy machines, fax machines, and other office equipment

Dental Office Manager experience requirements

Candidates generally should have at least two years of office management experience, although people who have worked in the industry for longer may be preferred. Depending on the size of the office and the volume of clients, it may be beneficial to hire a Dental Office Manager with more than five years of experience.

Dental Office Manager education and training requirements

Those who are considered for the role of Dental Office Manager should have a high school diploma or a GED at the minimum. Candidates with an associate or a bachelor’s degree in business, business administration, office administration, healthcare administration, or a related field are preferred. Those who have earned the National Dental Assisting Examining Board (NDAEB) certificate are sure to be knowledgeable enough for the role.

Dental Office Manager salary expectations

According to Indeed Salaries, the average pay for a Dental Office Manager is $23.08 per hour. Rates for individuals vary depending on locations, experience and education levels, and employers.

Job description samples for similar positions

If a Dental Office Manager isn’t exactly what your business is searching for, here are some similar job description samples that could suit your needs:

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Dental Office Manager job description FAQs

Who does a Dental Office Manager report to?

Some Dental Office Managers report to Dentists or practice owners, and others report to Healthcare Administrators or Managers who supervise the operations of multiple offices. Dental Office Managers also supervise administrative staff and work closely with Dental Assistants. They communicate with suppliers and subcontractors as well.

What is a typical day like for a Dental Office Manager?

Dental Office Managers spend most of their time supervising office employees. They may answer phone calls, file records, clean the office, and take care of other tasks when employees need extra help. They also occasionally attend staff meetings, run errands, and attend celebrations outside the office for employees. Dental Office Managers usually work full-time at one location. Unless they work at an emergency dental clinic, they usually work during regular business hours.

What makes a good Dental Office Manager job description?

An appealing Dental Office Manager job description provides a brief overview of the dental office and its company culture and values. It also gives detailed information regarding job requirements, the hours, the location of the position, and the names of the Dentists the new Dental Office manager will be working with.  Dental Office Manager job descriptions should mention any benefits that come with the position, like a generous employee discount for dental work, as well.  

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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