Front Office Manager

We are in search of an enthusiastic Front Office Manager to be at the forefront of our Prosthodontic practice’s front desk operations. If you thrive in a fast-paced environment and enjoy providing excellent customer service, this role might be the perfect fit.

In this position, you’ll be leading a friendly and efficient team, ensuring that our patients receive top-quality care from the moment they walk in. Building and maintaining strong relationships with our referring offices will be crucial in supporting our practice’s growth.

As the point person for all things related to the front desk, you’ll be responsible for maintaining a smooth flow of activities and addressing any challenges that arise. Your problem-solving skills will play a pivotal role in maintaining a practice that prioritizes exceptional patient service.

Flexibility will be key as you handle a range of tasks and manage competing priorities. Your ability to stay composed and collected, even during busy times, will set the tone for our team and contribute to a positive working atmosphere.

Embrace the opportunity to engage in a variety of responsibilities and projects that will keep you engaged and motivated. If you’re a natural leader with a talent for finding solutions, we’d love to hear from you!

Position Title: Front Office Manager

Reports to: Practice Administrator

Job Status: Full-time

FLSA status: Non-Exempt

Position Summary: Coordinate and oversee activities of the Front Office and Front Office team members to ensure compassionate and professional care for patients and effective and efficient Front Office workflow.

Essential Functions:

• Coordinate and manage the activities of the Front Office team members engaged in checking in/out patients, scheduling appointments and performing general administrative tasks as directed by the Practice Administrator and Practice Owners.
• Organize and assign duties and tasks to Front Office team members.
• Monitor daily performance of Front Office team members to ensure duties are completed accurately, efficiently and in a timely manner.
• Evaluate performance of Front Office team members and assist in performance evaluations as needed.
• Assist with interviews for new Front Office team members. Conduct orientation and training of Front Office policies and procedures.
• Identify and recommend solutions to Front Office team members regarding office issues or problems.
• Ensure Front office team provide high level customer service, which includes greeting patients and other clinic visitors with a smile, respect, and appropriately addressing patient’s concerns.
• Direct, train and oversee the Front Office team on all aspects of their role.
• Monitor the flow of patient check in and check out. Keep the staff and patients informed of delays.
• Serves as a back-up Front Office team member as needed to all positions by checking patients in and out, answering phones, scheduling patients and performing general administrative tasks due to staffing needs including vacations, illnesses, lunches, etc.
• Maintain excellent communication and effective working relationships with patients, providers, clinical team, laboratory team and Practice Administrator for continuity of high quality patient care.
• Assist with and conduct periodic staff meetings with Front Office team members.
• Set standards for call back systems, ASAP list - including triage of patients needing to be scheduled for routine appointments and emergency/urgent appointments.
• Serves as a resource to Front Office staff on issues of insurance and regulatory requirements.
• Ensures effective communication and follow-up on office/SOS requirements; including proper documentation for each patient.
• Assist in solving patient grievances.
• Communicates results of accountability measures to the Practice Administrator.
• Works closely with Practice Administrator to improve operations, makes and implements recommendations to improve Front Office operations
• Ensures productivity, financial collections and quality assurance is maintained.
• Maintains/oversees proper inventory of Front Office supplies. Ensures supply purchases are cost efficient and within budget. Review and approve supply orders
• Ensures Front Office team is in compliance with HIPAA standards and observing strict patient confidentiality

Requirements and Qualifications

• Robust knowledge of insurance billing, dental coding, terminology and best practices in treatment coordination, organization and exceptional customer service.
• Strong Customer Service and communication skills both face to face and over the phone
• High-level patient relations and interpersonal skills
• Must possess leadership and critical thinking skills
• Proficient in using conflict resolution and problem-solving techniques to manage conflict, patient complaints, and other discord.
• Ability to maintain composure and professionalism when exposed to stressful situations.
• Ability to work cooperatively with management, staff, and patients
• Computer proficiency with Google Docs, Google Drive, Google Sheets
• At least 5 years experience in a dental office administration role - management experience is a plus
• Experience with Dentrix Ascend is preferred but not required

Job Type: Full-time

Pay: $26.00 - $28.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Work setting:

• In-person

Experience:

• Dental office: 5 years (Required)

Work Location: In person