Dental Office Manager

Job description

Are You the Person Who Sees What Needs to Be Done—and Gets It Done? Hardy Smiles Implant and Cosmetic Dentistry is looking for an exceptionally proactive, organized, and confident Dental Office Manager who can take ownership of the day-to-day operations of our practice. This is not a position for someone who waits to be told what to do. We are looking for a leader who anticipates needs, identifies problems before they become bigger issues, follows through, holds others accountable, and keeps the practice moving forward. The right person will become a trusted partner to the practice owner, taking responsibility for daily office operations so the owner can spend less time managing administrative details and more time focused on patient care and the continued growth of the practice. You will oversee both administrative and clinical team members, coordinate the business side of the practice, and help create an environment where employees know what is expected of them and patients receive an exceptional experience. WHAT YOU'LL OWN Practice Operations You will take the lead on the daily administrative and business operations of the practice, including: • Managing the day-to-day flow of the office and proactively resolving operational issues. • Optimizing patient scheduling to maximize productivity, appropriately utilize team resources, minimize wait times, and support production goals. • Ensuring digital patient records and compliance documentation are accurate, organized, and maintained. • Overseeing clinical and administrative supply inventory while remaining within established budgets. • Coordinating vendors, subcontractors, building maintenance, and equipment repairs. • Identifying inefficiencies and recommending solutions rather than waiting for the practice owner to identify problems. Team Leadership & Accountability A major part of this position is leading people—not simply managing tasks. You will: • Supervise the administrative and clinical teams, including reception, patient finance, treatment coordination, marketing coordination, and clinical staff. • Set clear expectations and hold employees accountable for their responsibilities and performance. • Create staff schedules, manage time-off requests, and coordinate payroll. • Lead the hiring, onboarding, and training of administrative office personnel. • Conduct annual employee performance evaluations and address performance concerns when necessary. • Help employees work through obstacles and resolve workplace conflicts professionally. • Promote a positive, respectful, accountable, and team-oriented culture. • Coordinate staff celebrations and other activities that contribute to employee engagement. Financial & Insurance Oversight You don’t have to personally perform every financial function—but you need to understand the business well enough to ensure things are getting done correctly and on time. Responsibilities include: • Working closely with the Patient Finance Coordinator to oversee patient billing, insurance claims, accounts receivable, and patient collections. • Assisting the Treatment Plan Coordinator and dental assistants with complex treatment plan presentations when needed. • Helping patients understand payment plans and financing options. • Working with the practice owner to implement and monitor the office budget. • Tracking key practice performance indicators and preparing regular reports for the owner. • Identifying financial or operational trends that require attention and bringing forward recommended solutions. Compliance, Marketing & Patient Experience You will also help protect and strengthen the practice by: • Creating, implementing, and enforcing office policies and procedures. • Ensuring ongoing compliance with HIPAA and OSHA requirements. • Overseeing marketing activities in partnership with the Marketing Coordinator and third-party marketing providers. • Supporting patient retention and practice-growth initiatives. • Stepping in to resolve complex patient concerns, billing issues, or service complaints professionally and appropriately. WHAT WE'RE LOOKING FOR Our ideal candidate is someone who naturally takes ownership. You don’t need constant direction. You are comfortable making decisions within your authority, following through on commitments, and bringing the owner solutions—not simply problems. You may be a strong fit if you: • Have 2–5 years of management experience in a dental or medical office environment. • Have experience directly supervising employees and managing performance. • Understand dental office workflows, terminology, ADA coding, insurance verification, billing, and claims processes. • Have experience with dental practice management software such as Dentrix Ascend . • Are proficient with Microsoft Office, including Excel and Outlook. • Have strong math, accounting, organizational, and analytical skills. • Communicate confidently and professionally with employees, patients, vendors, and the practice owner. • Can manage multiple priorities without losing sight of important details. • Are comfortable addressing difficult employee or patient situations rather than avoiding them. • Can recognize what needs attention and act without waiting to be asked. • Have a high school diploma or GED; an Associate or Bachelor’s degree in Business Administration, Healthcare Management, or a related field is strongly preferred. THE PERSON WHO WILL THRIVE HERE We are especially interested in someone who thinks: “I’ve got it.” When something needs to be handled, you take ownership. When an employee needs direction, you provide it. When a process isn’t working, you look for a better way. When the practice owner delegates something to you, they can trust that it will be followed through to completion. Success in this role means becoming the person the owner can confidently rely on to run the day-to-day business operations of the practice, lead the team, maintain accountability, and keep issues from unnecessarily landing on the owner's desk. If you are a proactive dental office leader who enjoys creating order, developing teams, solving problems, and taking genuine ownership of a practice's operations, we'd like to hear from you.