Job Description

Last Updated: 5.21.25

Office Manager

Job Summary: Provides administrative job functions assisting the office owner in executing well rounded decisions, carrying out the runnings of the office.

Job Description:

1. Well-organized, reliable and dependable; able to work efficiently and learn quickly.

2. Willing to work as an integral part of the dental team including training new staff

3. Set up and prepare operatory for each patient and each procedure in the absence of an assistant

4. Responsible for ensuring dental area is clean between patients and at end of day; excellent infection control skills

5. Comfortable working in various medical and behavioral situations that may arise when working with a variety of patients including pediatric, geriatric, developmentally and/or physically disabled.

6. Pleasant and friendly demeanor; comfortable working with the public

7. Knowledgeable and conscientious in use of Autoclave and other infection control techniques/skills to ensure patient safety

8. Maintain and monitors instruments and equipment as needed

9. Hepatitis B vaccine and titer is required

10. Testing for Hepatitis C is strongly recommended if born before 1965

11. Can accurately take impressions as prescribed by dentist and digital scanning which includes all important areas of the mouth per the scan requested

12. Lab skills including custom trays, pouring of stone models, night guard and whitening tray fabrication, knowledgeable about digital dentistry

13. Delivery of nightguards and whitening trays as prescribed by dentist, including patient instructions

14. Knowledgeable in and complies with OSHA and HIPAA regulations

15. Responsible for training staff in OSHA regulations annually and as needed

16. Ability to take diagnostic x-rays as prescribed by the dentist

17. Ability to use camera for extra and intraoral photographs as ordered by the dentist

18. Organizes and is responsible for ordering supplies for the dental team

19. Accurately records dental care using both Dentrix software system and thorough and legible handwritten notes in patient chart

20. Responsible for maintaining MSDS/SDS information

21. Assist other staff with procedures as time permits

22. Assist in maintaining cleanliness of entire office and operatories

23. Other duties as assigned including possible front desk duties including scheduling, answering phones, greeting patients, etc. Is comfortable with using the credit card machine and taking, signing checks and placing in envelope and in the patient’s ledger

24. Has access to the electronic protected health information necessary for each work function and appropriate access clearance in connection with job function.

25. Is comfortable taking blood pressure on all patients prior to being seen by the doctor, and is comfortable testing for INR or blood glucose on those patients where it is recommended by the dentist.

26. Is comfortable using extra-oral camera to take pictures of teeth in addition to utilizing mirrors to take intra oral photographs

27. Is efficient at making a temporary crown when asked

28. Is comfortable with digital scanning and designing a digital crown, fully creating the crown

29. Is comfortable with taking payment and front office questions as needed

Job duties specific to the Office Manager that would be trained, gradually over time:

Sending out walkout statements and auditing the schedule at the end of the day
Start to finish patient billing
Paying all practice bills
Approving all time clocks
Managing PTO for employees and office
Sending Schwab retirement statements
Sending reports to front office weekly/biweekly
Arranging front office rounds
Completing Dr. K’s radiograph audit
Managing front office sheet
Writing and constructing pre-treatment estimates & narratives
Office maintenance tasks
Office waterline testing
Arranges repairs
Arranges for all claims to be gathered & sent for the day
Cleaning downstairs & other cleaning tasks to be delegated to assistants
Arranges new patient schedule
Updates & arranges new hire paperwork
Executes firings
Executes new hires/interviewing
Assists with OSHA/HIPAA training
Takes on various projects with Dr. K regarding transitioning the office
Communicates with all sales representatives
Auditing of front office roles
Auditing of schedule
Assessing insurance trends
Updating manuals
Carrying out meetings
Managing weave chats
Managing employee reviews
Managing audits
Processing payroll
Communication with payroll staff
Managing bank accounts & credit cards
Updating signage
Communication with office marketer
Office ordering
Executing emergency plans
Organizing quickbooks (financials into categories)
Daily scans to zap dental billing
Scan in pre-treatment estimates
Bank deposits using check scanner
Gathering & sorting the mail
Helping in absence of an assistant & training assistants
Helping with audits requested by outside sources (work comp, etc)

Education Requirements:

1. High school diploma or equivalent

2. Willingness to participate in ongoing education as pertains to dental assisting including staff meetings.

3. Certified in CPR and AED use or willing to become certified

4. Completed certified dental assisting course preferred.

5. Manager experience is excellent however not required

6. Dental office experience is required

I understand the above at Northwoods Family Dental as the job description of the dental office manager.

Job Type: Part-time

Pay: $30.00 - $60.00 per hour

Expected hours: 32 per week

Benefits:

401(k)
401(k) matching
Dental insurance
Life insurance
Paid time off

Ability to Commute:

Rhinelander, WI 54501 (Required)

Ability to Relocate:

Rhinelander, WI 54501: Relocate before starting work (Required)

Work Location: In person

Northwoods Family Dental

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