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
