Office Manager

Job description

Dental Depot – Manager, General Office Department: General Administration Job Status: Full Time FLSA Status: Exempt Reports To: Regional Manager Job Type: Regular Amount of Travel Required: 20%-30% Work Schedule: Minimum of 45 hours per week; varies Monday-Saturday, possible weekend/evenings hours. Positions Supervised: Assistant Dental Office Manager, Dental Hygienist, Dental Hygiene Assistant, Business Office Assistant, OSHA Safety Officer, Patient Account Service Representative, Patient Care Coordinator, and Dental Assistant Position Summary Working directly with doctors, clinical, and administrative staff, to ensure that all aspects of the practice operate fluidly and effectively. This position is responsible for establishing the highest level of patient care and satisfaction, including resolving patient complaints. Oversees the daily management of the practice, including the planning, organizing, directing, and coordinating of all administrative and clinical tasks and resource allocation. Creates an environment that highlights the talents of the staff to see that patients receive the highest standard of dental care. Essential Functions To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. • Manages and oversees daily office operations, including doctors and administrative and clinical staff, patient interactions, scheduling, and short-term office planning. • Consult with medical, business, and community groups to discuss service problems, respond to community needs, enhance public relations, coordinate activities and plans, and promote health programs. • Constantly debriefs Directors on practice business, including administrative and clinical updates, to ensure continuing operational growth and improvement. • Lead daily employee huddles. • Train Business Office Assistants and Treatment Coordinators. • Determines work schedules and work assignments for doctors, and administrative and clinical employees. • Develops and spearheads the practice, providing employees with constructive feedback to improve individual and team morale. • Provides written and oral instruction or feedback to employees to enhance employee relations. • Creates an environment conducive to achieving practice performance goals. • Assists in the development of administrative and clinical training materials and programs. • Conducts yearly performance evaluations for doctors, and administrative and clinical staff. • Monitors daily, weekly, and monthly employee performance, giving positive feedback and administering disciplinary action or employee terminations following company protocol. • Prepares and delivers timely administration of all paperwork and reports. • Plans and continuously monitors and updates office budget with a focus on staffing and resource allocations. • Liaison to Maintenance Department, ensuring office fixtures, furnishing, grounds and attendant repairs to such are timely reported and performed, and adequate administrative and clinical supplies are on site. • Ensures office compliance with licensing laws, health, safety and other statutory regulations. • Supports the Dental Depot mission statement by providing a positive example for staff. • Communicates respectfully and courteously with patients, vendors, and employees. • Proficiently uses conflict resolution and problem-solving techniques to manage interpersonal office conflict and patient complaints. • Increases knowledge and skills through self-study and other education. • Completes annual education and/or licensing requirements if applicable. • Maintains dependable job attendance and can be relied on to follow through with assigned tasks. • Complies with: Dental Depot policies and procedures; OSHA policies, procedures, rules, and regulations; and HIPAA policies, procedures, rules, and regulations. • Maintain regular and reliable attendance • Will sit as a BOA for 30days and complete DDU BOA/PCC Training class. Position Qualifications Education: High School Graduate or General Education Degree (GED): Required Experience: 3 plus years of experience in Dental Office Management preferred. Successful completion of Manager-In-Training Program (MIT) preferred. Certifications & Licenses: Must have current Scheduling Institute Certification within 30 days of employment. Computer Skills: Dental Software knowledge (Eaglesoft knowledge preferred, but not required.) All Microsoft Office products, preferred but not required. Other Requirements: Must have a valid driver's license, proof of valid vehicle insurance and must have annual Motor Vehicle Record Check, as a condition of employment if employee operates any Company owned vehicles or drives their own personal vehicle for Company business purposes. Must have knowledge of CDT Codes and pass the bi-annual Dental Depot CDT codes test. Skills & Abilities • Communication, Written - Ability to communicate in writing clearly and concisely. • Decision Making - Ability to make critical decisions while following company procedures. • Communication, Oral - Ability to communicate effectively with others using the spoken word. • Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas. • Conflict Resolution - Ability to deal with others in an antagonistic situation. • Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others. • Customer Oriented - Ability to take care of the customers’ needs while following company procedures. • Detail Oriented - Ability to pay attention to the minute details of a project or task. • Management Skills - Ability to organize and direct oneself and effectively supervise others. • Enthusiastic - Ability to bring energy to the performance of a task. • Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions. • Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace. • Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage budgets, and make sound long-term investment decisions. • Judgment - The ability to formulate a sound decision using the available information. • Friendly - Ability to exhibit a cheerful demeanor toward others. • Energetic - Ability to work at a sustained pace and produce quality work. • Goal Oriented - Ability to focus on a goal and obtain a pre-determined result. • Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards. • Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type. • Empathetic - Ability to appreciate and be sensitive to the feelings of others. • Accountability - Ability to accept responsibility and account for his/her actions. • Project Management - Ability to organize and direct a project to completion. • Problem Solving - Ability to find a solution for or to deal proactively with work-related problems. • Resource Management (People & Equipment) - Ability to obtain and appropriate the proper usage of equipment, facilities, materials, as well as personnel. • Delegating Responsibility - Ability to allocate authority and/or task responsibility to appropriate people. • Time Management - Ability to utilize the available time to organize and complete work within given deadlines. • Safety Awareness - Ability to identify and correct conditions that affect employee safety. • Change Management - Ability to encourage others to seek opportunities for different and innovative approaches to addressing problems and opportunities. • Business Acumen - Ability to grasp and understand business concepts and issues. • Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea. Physical Demands N (Not Applicable) Activity is not applicable to this position. O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day) F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day) C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day) Physical Demands Lift/Carry Stand C 40 lbs or less F Walk C Sit C Manually Manipulate C Reach Outward C Push/Pull Reach Above Shoulder O 40 lbs or less F Climb O Crawl O Squat or Kneel O Bend O Grasp C Speak C Other Physical Requirements Vision (Near) Ability to wear Personal Protective Equipment (PPE) - Such as safety glasses, surgical masks and protective gloves Work Environment While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, body fluids, blood borne pathogens, and the risk of radiation. The noise level is usually moderate. As the dental practice is heavily dependent on scheduling, the general environment can become hectic at times. Therefore, the employee must be able to handle effectively the normal anxieties associated with the job. The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.