MUST SPEAK SPANISH + ENGLISH

MUST HAVE DENTAL EXPERIENCE

Salary range + Benefits:

$25-30 

Profit sharing opportunity

401k Matching

 Dental

Health Insurance

Monthly Bonuses

About us:

We are a small but quickly growing multi-location dental group that provides comprehensive, quality dental care to patients in the South Florida region. Our mission is to create an exceptional patient experience and our vision is to change the way people think about going to the dentist. In a nutshell, this means creating a replicable perfect appointment that's a cut above your average private practice appointment. Our focus is on eliminating the three primal fears associated with dentistry (pain, finances, and loss of control) and cultivating a KIND culture within our team.

Purpose: The dental office manager’s primary role is to act as an advocate for the practice owner. This is accomplished by ensuring that the business is running efficiently and profitably. 

Dream Office Manager: Works hard to keep the office running in a smooth, effective and efficient manner with a focus on growth in the practice while creating and maintaining a positive culture.

We expect our Office Manager to follow our core values that are:

“KIND is our Culture”

Knowledge is power.    | It’s not that they don’t care, it’s that they don’t know.

Inspire solutions.        | Don’t complain about problems, provide solutions.

Never assume.            | Act as though people want and are trying their best. 

Do no pain.            | Dentistry can and should be painless.

Our ideal Office Manager:

• Keeps office running smoothly

• Exceptional follow through with all commitments

• Looks for innovative ways to improve the office, team, and patient experience

• Understands and can train all systems

• Focuses on KPI’s as the guide to finding broken or missing pieces and uses them as a guide fortraining the team to hit the office goals

• Honest

• Focused

• Listens

• Helps team and practice to grow

• Fair with team members and patients

• Organized

• Timely

• Does not participate in or tolerate drama

• Team player

• Works hard but manages time to ensure they have a healthy work/life balance

Morning Arrival

• Arrive 30 minutes prior to the first patient

  • Spot check all EOD forms

• Check office facility to ensure that common areas and departments are organized and clean

• Review schedule for any conflicts and opportunities

• Confirm all lab cases are in

• Meet with Doctor prior to morning huddle - review any issues or concerns

Morning Huddle

• Lead morning huddle while being conscientious of starting and ending on time

• Ensure each team member is prepared and ready to participate

• Ensure that:

• Same day treatment is prioritized and planned for with follow through and accountability by the front office

• Recare is noted, and accountability with team members is reinforced

• Balances are discussed with accountability for collecting in place

• WINS for the office and highlights and focuses on this for the day

• Announcements 

Daily Duties

• Track:

  • Production is at or above goal

  • Collections are at or above goal

  • Reappointment percentages are tracking at 90% success

  • Attrition

  • Case acceptance is at 95%

  • Same day treatment is added daily

  • New patients and referrals are tracked daily

  • Broken appointments are at a minimum and followed-up on weekly

  • Unconfirmed appointments two days out are called on to be confirmed

  • AR Reports - 30, 60, 90 days 

• Review and issue refund requests

• Respond to all online reviews and track that office is getting positive reviews daily

• Ensure team members clock in and out daily for lunch, and all breaks are taken

End Of Day

• All EOD forms completed and turned in by team members

• Ensure all lab cases have been sent out

• Make bank deposits

• Close out the office- ensure that all payments are posted correctly and all claims submitted

• Look at next day’s schedule for:

  • Smooth flow

  • Hourly and daily benchmarks met - scheduled to production

  • Minimal gaps in the hygiene schedule

  • Unconfirmed appointments 

Weekly

• Hold productive weekly team meetings

• Review and report office KPIs

• Set weekly goals to ensure monthly office goals are met

•  Track:

  • Weekly production and collections- is the office on track to hit benchmarks?

  • Weekly case acceptance, attrition, and reappointment percentages

  • Recall list and unscheduled treatment lists called on and scheduled- how many?

  • How many hygiene openings for next week?

  • NP and SRP spaces are held for the following week 

  • Aging reports for patient and insurance accounts have been reported on

  • All claims from the week have been followed up on- resubmitted if needed

  • Predeterminations all followed-up on and patients have been scheduled

  • Referral tracking of all new patients have been tracked

Monthly

• Close the month out by the 5th of every month

• Ensure statements are sent by the 10th of each month 

• Perform monthly team evaluations of each team member preferably in the first week of the month

  • Set new goals with accountability tracking in place

• Evaluate each department

• Determine what area of the office needs focus for next month based on office KPIs- review with Doctor 

• Set personal goals to help each team member reach goals

• Track and evaluate KPIs

• ROI of marketing budget

• KPIs- year over year comparison

• Set budgets for next month and tell team members

Quarterly Duties:

• KPIs year over year comparison

• Plan one team building experience for positive office culture- pre-set dates annually

• Update office manual quarterly- pre-set dates for this with team members helping

Additional Duties:

• Payroll

• Office payments

• Train team members

• Keep personnel records current:

  • Attendance

  • Performance evaluations 

  • Interview forms 

  • Disciplinary actions

• Weekly and monthly team meetings

• Fee schedules updated annually in January 

• Ensure OSHA standards are current

• Set up computer software

• Run computer back-ups monthly

• All team members have and use passwords

• Hiring and firing

• Credentialing for office

• New location credentialing with insurance companies

• Negotiating PPO fees

•  Coordinate team schedules and vacation requests

• Coordinate continuing education for all team members

• Ensure that all team members have proper and current certifications and licenses

• Coordinate all office uniforms and dress code