Practice Manager

Webster Dental Care has delivered the highest level of patient care for over 46 years. Headquartered in the River North neighborhood in Chicago, Webster Dental Care numbers 10 dental practices throughout the Chicagoland area with 250 employees, including dentists, dental specialists, dental hygienists, support staff and administrators. At Webster Dental Care, we pursue excellence through continuing education, personal and team growth, and mastering leading-edge technology.

Position: Practice Manager (PM)

Org Type: Management

Reports to: President

Direct reports: Dental specialists, dental hygienists, support staff and

administrators

FLSA Status: Exempt

Date: June 2023

Position Summary: The Practice Manager is responsible for administering the day-to-day activities of the business office including patient and employee relations, recruitment and terminations, staff management of marketing and communications efforts, ensuring regulatory compliance, staff training and motivation.

Job Duties and Responsibilities:

Office Management

• Manage all day-to-day operations of the office of dental office
• Direct staff assignments and activities in accordance with office policies and applicable law
• Manage compliance with OSHA, state, and federal regulations
• Manage patient financial accounts for accuracy and ensure transactions are completed including capturing co-pays, co-insurance and other fees as needed
• Track office metrics and financials for efficiency and cost savings
• Assist IT in office computer systems inventory, software updates and the practice’s technology needs

Patient Management

• Create an outstanding patient experience and oversee patient relations and patient complaints
• Synthesize policies and help explain them to the patients
• Improve patient satisfaction by providing superior customer service and maximizing activities that yield a high patient satisfaction rate such as timely recall and recare, accurate charts and billing, friendly and respectful communication

Staff Management

• Assign, direct and manage staff duties as assigned by the Management company
• Support staff ensuring success in their roles by removing any barriers and facilitating positive reinforcement and coaching
• Develop optimal staff schedules to support the needs of the practice
• Recruit, interview, hire, train and develop new employees as directed by the management company
• Organize staff training on OSHA and HIPAA compliance
• Ensure compliance by updating display of posters required by federal, state, or local law
• Ensure quarterly check-ins are completed with all staff ensuring professional and personal goals are stated and completed, provide feedback on any areas of opportunities, and providing a safe working environment that supports the employee’s personal and professional aims and goals
• Conduct staff and compensation reviews on an annual basis
• Mitigate conflict, engage in resolution activities and partner with Human Resources as needed
• Facilitate and coordinate activities that position Webster as an engine of community including but not limited to event planning, conference attendance, volunteer and mentorship opportunities, community outreach, and similar programs
• Help management company draft office policies and uphold the employee handbook, safety and other office procedures
• Commit to developing staff and promote and environment of continuous learning
• Oversee the design of marketing and promotional materials both print and electronic
• Assist with dental office facility management
• Other duties as assigned

Required Qualifications and Skills

• Bachelor’s degree from an accredited university (preferred)
• 5+ years of relevant office management experience
• Experience managing 10+ people at dental or healthcare practices (preferred)
• Knowledge of Eaglesoft and/or Dentrix software (preferred)
• Proficient in Microsoft Suite
• Excellent leadership skills and ability to persuade and motivate teams
• Excellent organizational skills, customer service, and multi-tasking ability
• Strong written and verbal communication skills

Working Conditions/Physical Requirements

• Work will be completed at a dental practice
• Ability to continuously sit, stand or walk for extended periods
• Ability to wear a facemask for long durations