Dental Office Administrator (Minimum 3 years Dental experience)

Job description

JOB TITLE: DENTAL OFFICE COORDINATOR FLSA STATUS: Non-Exempt REPORTS TO: Regional Manager BDG Dental Service’s focus is on YOU. At BDG Dental Service’s we give YOU an opportunity to become successful in your career. We focus on Career Progression, Communication, Customer Service and leadership skills so you can serve your patients better with BDG Dental Service’s comprehensive “Life Time Dental Care” philosophy. Benefits Include: Medical Insurance Vision Insurance Dental Benefits 401 K Paid Time Off Holiday Pay Strong Business Support Team Continued Education On-going Training Company Event Community Outreach Career Progression Opportunities Position Summary Under minimal supervision, in collaboration with Dentist, responsible for assigned dental office. Exercises initiative and independent judgment while ensuring high level of service to achieve exceptional patient satisfaction and promote the growth and retention of the business. Solves patient issues. Coordinates and trains staff. Implements operational policies and procedures. Results and services of position impact the operations and/or financial status of the assigned clinic; and consequently, the overall company. Decisions made may have a major impact on patient retention, compliance, resources, and service as well as public image. Supervision This position has supervisory responsibility of assigned staff. Carries out supervisory responsibilities in accordance with policies and applicable laws. Consults with Human Resources, as necessary. Leadership • Provides operating leadership at assigned dental office. • Coordinates staff to achieve excellent patient service and financial goals. • Ensures effective functioning of the assigned dental office infrastructure. • Is disciplined in building a talented staff. • Model highly professional behavior and actions. Duties and Responsibilities Always BDG Teammates will support compliance-related items by: • Following internal procedures and external regulations. • Bringing compliance issues to the attention of management. • Successfully completing regulatory training requirements periodically. • Working collaboratively in all facets of position to meet position requirements and support Company goals. Always BDG Teammates will support the Company’s vision and role model the core values and behaviors by: • Cultivating a positive work environment. • Being efficient with time at work. • Communicating effectively with patients and visitors as well as BDG management and staff. • Being flexible. • Maintain integrity in all conversations and actions. • Consistently reports to work on time prepared to perform duties of position. Dental Office Operations In collaboration with the Dentist, ensures that operations result in safety and effectiveness of the treatments and satisfied patients. Ensures assigned office is maintaining appropriate environmental conditions, such as temperature, air and humidity, as well as fire safety, visitor access, perimeter security and building requirements. Reports issues to management and technology areas, as appropriate. Resolves patient relations problems or answers questions, in person, email or via the telephone to ensure patient satisfaction. Requires compiling, organizing and reviewing information and using established guidelines or procedures to determine the appropriate course of action in daily work situations. May require research and analysis to determine the appropriate approach to a complex situation. May consult with Supervisor, when necessary. Oversees the opening and closing of dental office. Follows all BDG standard operating procedures. Performs administrative activities associated with effective management of assigned dental office’s operations, including compiling, analyzing, storing, and retrieving data for reports. Produces correspondence, memos, charts, tables, reports, etc. Guides, directs and coordinates the operation for assigned dental office. Evaluates the results of overall operations regularly, ensure standards of quality care are met and systematically reports these results to management. Helps patients feel comfortable before, during and after dental treatment. Provides patients with instructions for follow-up oral care, follow-up appointments, etc. Handle emergency situations by following established policies and procedures. Coordinates all daily huddles, team meetings, and training workshops. Oversees purchasing and inventory for assigned office. In collaboration with Support Staff/Accounting Department, ensures sufficient inventory. Minimizes loss of product. Understands all roles in the dental office. Dental Office Growth Establish and maintain positive working relationships with patients and the community in order to ensure satisfaction new or repeat patients or referrals. Monitor key indicators daily to evaluate attainment of office goals. Coordinate marketing projects. Human Resources Hires, trains, develops and appraises staff effectively. Provides timely and accurate coaching and performance evaluations. Using Core Values, takes corrective action as necessary and in accordance with company policy. Provides on-time delivery and follow-up regarding other Human Resource requirements for all staff. Balances team and individual responsibilities. Exhibits objectivity and openness to others’ views. Contributes to building a positive team spirit. Ability to build morale and group commitments to BDG’s goals and objectives. Supports everyone’s efforts to succeed. Recognizes accomplishments of employees. Maintains confidentiality of information. Always Conform with all safety rules and use all appropriate safety equipment. May be requested to assist with special projects from time to time. Minimum Qualifications (Industry, Work Experience and/or Education) High School Diploma or GED required. Bachelor’s Degree (business, marketing or related field) desirable. Minimum of three years of dental industry experience required. Previous supervisory experience desired. Education / Experience equivalency. Computer Skills Microsoft Windows environment with Office Suite to include formatting and production of letters and memos. Proficient in Microsoft Word and Excel. Experience in using dental practice management software preferred. (Dentrix Enterprise) Proficiency in online ordering platforms. License, Registration, or Certifications Unexpired State Driver’s License. CPR Certification preferred. Success Factors Personal characteristics that contribute to an individual’s ability to excel on the job (not a guarantee). Ability to read and comprehend advanced instructions, operating manuals, correspondence, and memos. Should be patient-service driven. Position requires demonstrated poise, tact and diplomacy along with the ability to handle sensitive and confidential situations. Project a warm demeanor as well as be professional in attitude and appearance. Ability to reconcile financials received at Dental office. Excellent follow-through skills. Strong attention to detail and well organized. Must have excellent telephone etiquette and verbal communications. Ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate. Is a self-starter and can work independently Dependable and reliable. Maintain confidentiality of information. Other Regular attendance is required including varied hours. At times, individual must be able to work in a fast-paced environment with ability to handle and prioritize multiple, competing tasks and demands and to consult Supervisor when necessary. Overtime requires approval by Supervisor. Physical Demands The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee regularly is required to stand, walk, sit, use hands/fingers; and reach with hands and arms. Employee must be able to remain in work area for several hours at a time. The employee occasionally lifts and/or moves up to twenty (20) pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. It also requires manual dexterity in combination of eye / hand coordination. Work environment is subject to many interruptions, varying and unpredictable situations and time pressures related to multiple tasks. Work is normally performed inside. There is exposure to chemicals and cleaning supplies. OSHA Category Category III: Position does not entail predictable or unpredictable exposure to blood. Page 4 The above statements are intended to describe the general nature and level of work performed by people assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified. Other functions may be assigned and management retains the right to add or change the duties at any time. Advanced notice may not always be possible.