Orthodontic Practice Manager

Confidential • Full-time • Los Gatos, California, United States • $75k - $90k / year • 2m ago

We are seeking an experienced and motivated Practice Manager to lead our growing orthodontic office. The ideal candidate is a hands-on leader with strong interpersonal, operational, and financial management skills who can maintain a positive team culture while ensuring the highest standards of patient care and customer service. This role requires a strategic thinker who thrives in a fast-paced environment and is passionate about delivering an exceptional patient experience.

Key Responsibilities:

Operations & Office Management

Oversee day-to-day operations of the orthodontic practice
Monitor patient flow to ensure efficiency and timeliness
Maintain office equipment and ensure compliance with OSHA and HIPAA regulations
Implement and oversee systems for patient recall, treatment tracking, and front desk workflow

Team Leadership & HR

Hire, train, coach, and manage administrative and clinical team members
Conduct performance reviews and staff meetings regularly
Promote a team-based culture grounded in accountability, collaboration, and positivity
Manage staff schedules, PTO, and conflict resolution

Financial Oversight

Monitor and manage practice budgets, expenses, and profitability
Oversee insurance verification, billing, collections, and financial arrangements
Analyze and report on practice KPIs and revenue goals
Collaborate with accounting/bookkeeping personnel for payroll and monthly financial reporting

Patient Experience

Ensure a welcoming, professional, and compassionate environment for all patients
Resolve patient concerns and complaints promptly and effectively
Support treatment coordinators in case presentation and financial consultations
Foster long-term patient relationships and drive referral growth

Marketing & Growth

Support external and internal marketing initiatives, including community events and patient incentives
Monitor online reputation and manage patient reviews
Collaborate on practice branding, referral outreach, and social media presence

Requirements:

Minimum 3–5 years of dental or orthodontic office management experience required
Proven leadership and team management abilities
Strong understanding of dental/orthodontic terminology and clinical workflows
Experience with practice management software (e.g., Dolphin, Ortho2)
Knowledge of insurance billing and collections
Excellent verbal and written communication skills
Ability to multi-task, prioritize, and problem-solve in a busy environment
High level of integrity, professionalism, and emotional intelligence

Preferred Qualifications: