Dental Office Manager

Confidential • Full-time • Arvada, Colorado, United States • $65k - $80k / year • 3w ago

Position Overview

We are seeking an experienced, proven Front Office Manager with a strong track record of operational excellence and revenue growth within a private dental practice setting. The ideal candidate is a data-driven leader who understands the business of dentistry, is confident managing 9 operatories across hygiene and doctor production, and is obsessed with efficiency, systems, and white-glove service.

You will be directly responsible for the profitability, conversion systems, and scheduling efficiency of the practice—and will be expected to show evidence of past results in similar roles.

Minimum Qualifications:

Minimum 3–5 years in front office leadership at a high-volume PPO dental practice
Demonstrated experience optimizing 8+ operatory scheduling systems across multiple providers
Completion of recognized dental scheduling coursework (e.g., Scheduling Institute, All-Star Dental Academy, or equivalent)
Proficiency in Open Dental, Practice by Numbers, and experience using or training AI-based platforms
Understanding of AOX/Implant workflows and scheduling strategy a major plus
Ability to present solutions with KPIs, dashboards, and measurable outcomes
Tech-savvy with clear experience managing VAs, online scheduling, and real-time performance tools

Key Responsibilities & Performance Metrics1. Scheduling Efficiency & Revenue Growth (Primary Responsibility)

Master and continuously improve the schedule across 9 operatories, prioritizing doctor production and hygiene efficiency
Create and maintain scheduling blocks that match provider preferences and drive production goals
Must demonstrate your ability to redesign a schedule for maximum profitability (case-based interview test will be required)
Enforce daily schedule integrity and reduce unfilled time to <3% during production hours

2. AI & Automation Implementation

Collaborate with operations to train and refine AI scheduling or communication models
Audit results, monitor call transcripts, and tag examples of successful vs. missed opportunities
Help build and maintain automation protocols using CRM integrations (GHL, Pearl, etc.)

3. Revenue Cycle Management (A/R & Collections)

Own all A/R responsibilities including aging reports, patient balances, and insurance collection performance
Identify revenue leaks and recommend solutions to recover lost income
Collaborate with billing and finance teams to meet monthly collection goals
Train front office team on financial conversations and collections standards

4. Call Volume & Conversion Monitoring

Weekly analysis of inbound and outbound call performance
Track call answer rates, quality of messaging, and patient response outcomes
Collaborate with marketing and leadership on lead conversion systems
Routinely monitor recordings and coach for improvement with precision feedback

5. White Glove Experience & Patient Communication

Deliver and enforce a 5-star service standard across all in-person, phone, and digital patient interactions
Own first impressions and patient touchpoints—ensure service is polished and aligned with brand identity
Maintain internal accountability systems for missed calls, negative reviews, and failed handoffs

6. Team Management & Front Office Reorganization

Assess, redesign, and clearly define front office roles and responsibilities (including VAs)
Implement a scorecard system for all team members to align tasks with performance
Coach and mentor team members to become highly influential in treatment plan acceptance
Foster a culture of performance, kindness, and problem-solving

7. Case Acceptance & Profitability Tracking

Partner with the clinical team to identify and diagnose why patients aren't accepting treatment
Deliver weekly reports showing:
% of treatment unscheduled
Common objections
Conversion trends by procedure type
Create solutions to address financial, scheduling, or communication breakdowns
Work with the Patient Advocate and TC to coach or step in to close large treatment plans

Bonus Points (but not required):

Prior experience in AOX/All-on-4 case presentation or scheduling
Knowledge of multi-location support or growth-stage practices
Experience with Cherry, Sunbit, or in-house financing coordination

Compensation & Benefits

Competitive salary based on experience and skills
Year End Performance bonuses tied to treatment acceptance, A/R reduction, and schedule optimization
Opportunities for CE, leadership development, and system-based coaching
Beautiful office, supportive team, and leadership that invests in growth

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits: