Dental Office Manager

The Dental Office Manager will oversee all administrative operations in PrimeCare’s dental clinics. This role will take charge of all administrative responsibilities and duties for the dental staff, including registration and dental assistant staff. To excel in this role, one should be self-motivated, highly organized, a good communicator, and have the talent to inspire teams. Manager will provide direct dental care as a Dental Assistant or Hygienist. This role will report directly to the Director of Oral Health or dentist on duty.

Duties and Responsibilities

1. Manage office productivity and develop all internal office policies, procedures, and practices.
2. Direct oversight of the day-to-day site clinic operations support staff, inclusive of dental office support staff.
3. Recruit, hire, and supervise assigned registration and clinical personnel, including efficiently seating patients and overseeing/promoting the highest level of customer service provided to patients.
4. Provide direct dental care 0.50 FTE per week as either a dental assistant or hygienist.
5. Covers front desk functions of greeting patients, check-in, and registration functions along with the support staff team, as needed.
6. Evaluate performance of staff in an ongoing manner and recommend increases, promotions, and corrective actions for those staff. Ensure performance evaluations of staff are completed in a timely manner.
7. Oversee the provision of office support functions by dental assistants and support staff, including administrative support, with patient communications, paperwork requests, and administrative support of nursing and medical providers.
8. Maintain the dental clinic’s cash control and deposits.
9. Deliver direct individual and team leadership to ensure all office employees produce outstanding patient service.
10. Serve as liaison for dental providers and gather feedback on how to improve operational efficiencies.
11. Respond to clinical and operational issues in a timely and professional manner.
12. Ensure smooth operations and minimize wait times, as well as improve cycle time/patient waiting time.
13. Create and implement an effective office budget, with support of Dental Director, and in coordination with finance team during budgeting process.
14. Function as patient advocate and attempt to resolve patient complaints regarding office functions and service provided. Report incidents needing a higher level of attention to dental director and risk manager.
15. Complete reports, as assigned, by dentist or dental director.
16. Collaborate with outside vendors, as well as internal staff, to order dental and office supplies for the site. Provide allocation for invoices of expenses incurred by the site(s).
17. Develop training programs to ensure data entry standardization, accuracy, and integrity as well as adherence to collections policies and procedures. Mentor staff to develop skills necessary to improve their abilities.
18. Develop and oversee the schedule for support staff to optimize operational efficiency at the site(s).
19. Other duties, as assigned.

Required Skills or Abilities

1. Knowledge on all phases of dentistry.
2. Strong organizational, administrative, and critical thinking skills and ability to be flexible and adaptive to change.
3. Ability to effectively present information to others, including other employees, community partners, and vendors.
4. Ability to seek direction/approval on essential matters, yet work independently with little onsite supervision, using professional judgment and diplomacy.
5. Work in a collaborative environment with a number of professionals with different work styles and support needs.
6. Excellent interpersonal, verbal, and written skills and ability to effectively collaborate with people from diverse backgrounds and to be culturally sensitive.
7. Conduct oneself in external settings in a way that reflects positively on PrimeCare Community Health as an organization of professional, confident, and sensitive staff.
8. Ability to see how one’s work intersects with that of other departments of PrimeCare Community Health and that of other partner organizations.
9. Make appropriate use of knowledge/expertise/connections of other staff.

Required Knowledge, Experience, or Licensure/Registration

1. Dental Assistant with at least 5 years’ experience or Dental Hygienist with at least 2 years’ experience.
2. Proficiency in Electronic Dental Record software. Prior experience with Dentrix strongly preferred.
3. Current provider-level BLS CPR certification.
4. Bilingual fluency skills in English/Polish or English/Spanish strongly preferred.
5. Knowledge of proper use of all dental materials and dental equipment and ability to assist dentist.
6. Proficiency in Microsoft Office.
7. A minimum of 2 years’ dental administration experience preferred.
8. Exceptional leadership and critical thinking skills.
9. Dedication to delivering excellent customer service.
10. Must be friendly, professional, and highly organized.
11. Solid understanding of dental billing and insurance procedures.

Physical Demands

1. Must be able to remain in a stationary position 50% of the time.

1. Must be able to move around the clinic site 50% of the time.
2. Constantly operates a computer, computer printer, copy machine, and telephone.
3. Occasionally positions self to maintain exertion of physical strength to move objects of 10 pounds from one level to another.
4. Must be able to transport from one site to another.

Comprehensive Health Insurance Benefits through BCBS of IL:

• Health Insurance (HMO/PPO)
• Dental Insurance (HMO/PPO)
• Vision Insurance
• Short/Long-Term Disability Insurance
• Group Life Insurance

Other Benefits Include:

• 403(b) Retirement plan with employer match
• Pension Plan
• Voluntary Life/ AD&D
• Flexible Spending/Dependent Care Accounts
• Annual CME Allowance and CME PTO (Providers Only)
• 27 PTO days per calendar year
• 3 Personal days per calendar year
• 7 Holidays per calendar year
• 1 Floating Holiday per calendar year
• Employee Assistance Program
• Tuition Assistance Program
• Off-the-job Accident Coverage
• Employee Referral Program
• Internal Growth Opportunities

In accordance with Illinois Executive order 2021-20 (COVID-19 No.87) effective on August 26, 2021, in conjunction with the Federal CDC guidelines, COVID vaccinations are now a requirement for PrimeCare Community Health as well as many other Healthcare Organizations. Proof of full vaccination is required prior to the beginning date of employment. If you have a medical or religious contraindication, please inform Human Resources when the offer is extended.

PrimeCare Health is firmly committed to creating a diverse workplace and is proud to provide equal employment opportunities to all applicants. Therefore, PrimeCare does not discriminate on the basis of creed, color, national origin, sex, gender identity, sexual orientation, age, religion, marital or parental status, alienage, disability, political affiliation or belief, military or military discharge status.