Office Manager

Job Type

Full-Time Job

Salary: $95,000.00 - $125,000.00

Min Experience: 5-7 YearsMin

Education: BA/BS/Undergraduate Required

Travel: None

Description

Job Title: Practice Manager

Department: Orthodontics and Pediatric Dentistry

Reports To: Doctors

Status: (Full time, hourly or salary)

Location: San Diego, California

Job Summary:

Working with the Leadership Team, the Practice Manager is responsible for organizing and coordinating office operations for optimal effectiveness and efficiency.

The Practice Manager is responsible for administering the day-to-day activities of the business office; building culture and patient and employee relations; performing HR functions; ensuring regulatory compliance; staff training; and project implementation.

This role requires passion, dedication, a positive outlook, a cheerful disposition, and a strong work ethic. The successful Practice Manager will exemplify a servant-leader mentality and a proactive approach that reflects the core values of the practice.

Responsibilities:

Practice Management:

Develop, communicate, and oversee policies and protocols for the office.

Set goals and, with the help of appropriate advisors, plan courses of action to achieve these goals. Take responsibility for long-range planning.

Schedule routine meetings with advisors and team members to analyze the practice's progress; adjust the plan as necessary.

Organize, facilitate when appropriate, and actively participate in staff meetings and management meetings.

Have a complete understanding of key practice reports (End of Day, End of Month Reports, Accounts Receivable, Adjustments, Deposit Reconciliation Reports, Ledger Reports, Patient Tracking Reports, Referral Reports, Call Metrics, Treatment Efficiency Reports, etc.)

Evaluate the accuracy of treatment plans, suggest changes when necessary, and monitor the fees per visit data.

Develop and install a new fee schedule semi-annually or annually.

Set financial guidelines for the bookkeeper.

Observe precautions against embezzlement.

Maintain adequate liability insurance.

Oversee physical plant improvements, remodel projects, or moving to a new

Oversee administrative responsibilities of pension and/or profit-sharing funds.

Pay attention to cleanliness and general maintenance of the office, updating decor, etc.

Be involved in decisions to manage practice overhead.

Annually evaluate the appropriateness of in–house versus an outside lab

Maintain/take responsibility for the computer system.

Take responsibility for and/or delegate accounts payable.

Closeout month (month end) in the computer

Ensure data and systems backup occurs daily and monthly.

Compile and send (or delegate) monthly statistics to the doctor, accountant, consultants, etc.

Reconcile the bank statement(s)

Update the doctor daily on matters of importance.

Liaise with practice guests.

Patient Management:

Establish the working day schedule and a protocol for efficiently appointing.

Establish and implement/oversee the protocol for emergencies, walk-ins, and missed appointments.

Regularly monitor key patient management systems like the recall system and pending patient follow up.

Determine the patient days for each month at least six months in advance.

Take ultimate responsibility for the accuracy of all statuses.

Respond or redirect patient communication as needed.

Practice Relations:

Oversee effectiveness and implementation of marketing efforts.

Develop specific approaches to influence the community and to attract a constant flow of new patients and retain patients of record.

Maintain good relationships with referring and non-referring professionals.

Oversee communications from the office to referral sources, patients, parents, etc.

Set up educational programs for referral sources.

Monitor referrals received.

Take responsibility for or delegate internal marketing.

Oversee the creation and maintenance of the website.

Ensure social media calendar is implemented and appropriately branded.

Ensure that all images and messaging are in line with practice brand kit and appropriately represent the practice brand and core values.

HR and Employee Relations

Recruit, interview, select, and terminate staff members with the help of the doctor/manager or staff when appropriate.

Ensure proper orientation and onboarding is provided for all new employees.

Resolve all personnel issues within the office with the help of the personnel involved.

Mediate and guide through conflict resolution when needed.

Implement and update the personnel policy as necessary.

Conduct regular performance reviews.

Determine salaries, incentives, and benefits. Supervise ongoing status or benefit programs (health care and pension plan).

Define and update job descriptions.

Provide safe and comfortable working conditions.

Participate in (and share with the staff) any discussions with the patients/parents regarding compliments and complaints.

Monitor attendance and grant or deny requests for time off.

Supervise the record keeping for vacation time accrued and time off with and without pay for all employees.

Determine day off coverage schedule.

Maintain safe working conditions.

Oversee compliance regarding OSHA and HIPAA

Supervise payroll. Compile information as needed.

Calculate bonus and share information with staff.

Oversee the selection and maintenance of staff uniforms.

Create staff bulletin board showing birthdays, days off, etc.

Coordinate and oversee committees; help them set goals. Attend committee meetings if invited. Review minutes of each committee meeting

Maintain employee records following federal, state, and local law.

Submit employee hours to the payroll company.

Calculate collection figures to determine whether the incentive will be paid to staff.

Education and training of staff

Organize training sessions for new staff. Set a schedule for cross–training sessions for existing staff.

Provide educational opportunities through orthodontic literature review, retreats, and seminars to appraise staff of new techniques, appliances, and trends in the profession.

Structure educational plans for self and staff to maintain the highest level of expertise in clinical and business functions.

Organize feedback sessions so that information learned at seminars and meetings is shared with the rest of the office team.

Miscellaneous

Perform other tasks as assigned by the doctor.

Work cohesively with fellow team members to provide an atmosphere of trust, mutual respect, and cooperation.

Education/Experience:

College degree or five years in management, preferably in dentistry or other relevant fields.

Skill/Abilities:

Leadership: Servant-leader/team first mentality; must lead by example; high emotional intelligence

Interpersonal: Exceptional communication, customer service skills, and the ability to build positive relationships with patients and team members. Good interpersonal skills to maintain effective rapport with patients, parents, doctors, other staff members, and the community.

Technical Skills: Use of computer, Microsoft office, practice management software

Analytical Skills: Ability to evaluate data and other information and correlate to practice performance, opportunities, and decision-making.

Writing Skills: Strong letter composition skills. Typing speed of 60 wpm. Legible handwriting.

Verbal Skills: Effective verbal skills. Good telephone techniques.

Problem Solving: Problem-solving approach. Attention to detail and follow through in managing staff, performing administrative assistant duties for doctors, etc.

Requirements

Monday through Friday, 5 days/week in person

Hours from open to close of business, 8:00 am to 5:00 pm

Must have a positive attitude

Must be committed to excellence

Must have a heart of service

Must be skilled in coaching and mentoring individuals

Must have excellent communication skills

Must get along with people from all different backgrounds and personalities

Must know how to have fun and elevate people's spirit