Job Title: Orthodontic Office Manager
Job Summary:
I am seeking an organized, proactive, and personable office manager to oversee the daily operations of our orthodontic practice. This role requires an individual willing to undertake a significant amount of responsibility in the management of the practice. The ideal candidate will possess strong leadership skills, a background in office management, and experience in human resources, marketing, and patient care coordination. These are not all requirements, but a strong work ethic and excellent communication skills are essential for the role. Additionally, I am highly interested in someone who is seeking long-term employment in our office.
Practice Summary:
Our practice is an established orthodontic practice which sees a volume of approximately 50 patients per day. We have a strong professional and personal referral network which has been built over many years and requires consistent engagement to stay healthy and robust. Our practice has about 500 active patients in treatment at a given time, of which 70% are children and 30% are adults. We treat approximately 65% of patients using traditional braces, and 35% using clear aligners (Invisalign).
Key Responsibilities:
1. Office & Staff Management
- Oversee the day-to-day operations of the orthodontic practice to ensure efficiency and productivity.
- Manage and support the office team, including front desk staff, treatment coordinators, and clinical assistants.
- Handle HR responsibilities, including hiring, training, performance evaluations, and employee relations.
- Develop and enforce office policies and procedures.
- Foster a positive work environment and encourage team collaboration.
2. Marketing & Community Engagement
- Develop and maintain relationships with referring dental offices through regular communication and marketing efforts.
- Coordinate and execute community outreach programs to promote the practice.
- Organize and participate in local events, sponsorships, and educational initiatives with both referring doctors and the community.
- Manage the practice’s social media presence and marketing materials.
3. Patient Coordination & Treatment Planning
- Present treatment plans to patients, ensuring they understand their options and financial responsibilities.
- Assist with scheduling consultations and follow-up appointments for patients prior to starting treatment. After they become active patients in the practice, this responsibility is primarily handled by our front desk team members.
- Work with our financial coordinator to help patients with payment options, contract organization, and insurance verification.
- Ensure patients receive outstanding customer service throughout their treatment journey.
4. Communication & Correspondence
- Draft and send letters to patients, parents, and referring doctors regarding treatment progress, questions, and other important information.
- Maintain clear, professional, and timely communication between the office, patients, and referring dental professionals.
- Address and resolve any patient concerns or complaints in a professional manner. This includes occasional resolution of treatment concerns at non-office hours.
5. Office Organization & Efficiency
- Proactively identify opportunities for improvement in office workflows and implement creative solutions.
- Ensure all office supplies, equipment, and software are up to date and functioning properly.
- Organize and oversee office activities, events, and team-building initiatives.
- Monitor financial aspects of the practice, including budgets, billing, collections, and expense management.
Qualifications & Skills:
- Previous experience in dental or orthodontic office management is preferred but not required.
- Strong leadership, problem-solving, and organizational skills.
- Excellent communication and interpersonal abilities.
- Proficiency in dental practice management software and Microsoft Office Suite.
- Ability to multitask and manage priorities effectively.
- Knowledge of dental/orthodontic insurance and treatment planning is a plus.
- Marketing experience is preferred.
Benefits:
- Competitive salary based on experience.
- Paid time off and holidays.
- Professional development and training opportunities.
- Professionally managed profit sharing/ 401k retirement plan
Job Type: Full-time
Pay: $70,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Paid time off
- Professional development assistance
- Retirement plan
Schedule:
Work Location: In person