Job Description: Office Manager (AOM)

Leadership, by example, is essential for oversight of Scheduling, Patient Workflow, Documentation Accuracy, Billing and Patient Collections. This position requires proper business attire and proper presentation. Advanced knowledge of patient engagement & scheduling confirmation systems, eligibility /benefit interpretation, practice management, patient financing, Payer navigation, and key performance metrics to ensure the quality, compliance, and financial results.

The purpose of a dental office assistant manager is to assist all staff to become more efficient, productive, and competent, thus helping to create a profitable practice that delivers excellent service to patients. The assistant office manager must maintain a high level of maturity, competence and integrity that is not only witnessed, but mirrored by all staff. (example, unprofessional and business conversations)

Business attire is professional looking suits, slacks, dresses, skirts, blouses and shoes. The company’s base uniform color is black.

Light make-up and professional looking jewelry. (unacceptable: long, hanging or large hoop earrings). Hair must be neat and off the face.

The AOM must adhere to all office policies and will be held accountable to any and all violations.

The assistant office manager must refer to the office manual for guidance in all human resources.

The AOM must demonstrate an effective working relationship with fellow employees,

management, and patients

• Responsibilities include but are not limited to:Treatment plan presentation is presented in the consultation room unless otherwise unavailable. Presentation of treatment plans from beginning to closing including follow up according to protocol. Treatment plan must be noted in Dentrix as follows: presented, accepted or declined, reason if declined, if accepted financial policy completed. Treatment plan must be scanned into the document center with the case notes. Treatment plan must be accurate and detailed. Treatment plans discussed and declined must be signed by the patient. A copy of the treatment plan must be given to the patient.
• Plan and coordinate the financing and financial agreement according to office protocol (i.e. care credit, monthly auto) and the policy must be SIGNED and dated by patient and presenter.
• Unscheduled Treatment Plans. Follow up calls must be made in 24 hours of non-closed treatment plans. All correspondence must be documented in the patient notes. NO EXCEPTIONS.
• New Patient follow up.
• Aging Report: Aging report must be printed and reviewed on the 15th and 30th of each month.
• Follow up calls for past due balances are placed at that time. All auto debits should only be debited once a month, preferably on the 15th. All accounts that are 90 days past due must be sent to collections.
• Stay on time throughout the day while creating extra production as needed in coordination with the staff. (same day dentistry)
• Meet with the appointment coordinator to insure production numbers have met or exceeded daily and monthly goals.
• Determine how many current patients and new patients are scheduled and how much production is booked for the next day and the next two weeks.
• Review and confirm the appointment scheduled treatments are accurate.
• Complete paperwork during breaks between patients and handle any patient paperwork backlogs.
• Coordinate of all scheduling of temporary employees through agencies.
• Scheduling of extra outputs (example: catering, etc.)
• Answer or file all communication daily. Be a good example regarding quickly answering communications via office email etc...
• Work collaboratively with practice administrator, dentists, department heads
• Complete of all daily and monthly reports, payroll reports for temps, office email follow up and end of day deposit slip.
• Monthly report for google review
• Track of all patient referrals and executing follow up to patients.
• Provide accurate responses to inquiries by patient and doctors
• Answer phones (back-up)
• Maintain a clean and professional environment.
• Must be able to be productively fill the appointment schedule with restorative services.
• Strong focus on patient scheduling for a productive day and focusing on patient care and time management
• Must understand and know insurance codes
• Exhibit computer competencies with preferred experience with excellency and willingness to learn Demonstrate ability to oversee front desk administration and adherence to policies and practice profitability
• Demonstrate ability to train new staff as directed by practice administrator
• Attend all monthly meetings set forth by management
• Review schedule one day prior for accuracy of scheduled dental appointments with the exception of hygiene.
• New patient follow-up within 48 hours and documented (exception is if patient is waiting on pre-authorization
• Provide assistance with marketing team
• Process payroll time reports every other Monday
• Perform additional day to day tasks as needed

Compensation:

$70,000 - $80,000 / annually