Dental Office Manager/Treatment Coordinator

Niko Niko Family Dentistry • Full-time • Honolulu, Hawaii, United States • $65k - $70k / year • 2w ago

We are a small, private-practice dental office. We usually have 3 providers a day (2 hygienists and one dentist). We currently have one full-time employee doing our patient scheduling and another part-time employee doing our insurance billing and insurance verification. We are looking for an office manager/treatment plan coordinator to help us fill the remaining duties needed to run the dental office. Work days are Monday-Saturday with alternating Mondays or Saturdays off. Monday and Wednesday are from 7:30-5:30 with lunch from 12-1 and the rest of the days are 7:30-4:30.

Your main duties will be to ensure the proper flow of the office and to supplement wherever needed. At this point, the main position is to check the patients out, collect the estimate for the day's procedures, provide an estimate/create a payment plan for any future treatment, and run the office billing. You will also be responsible for office manager responsibilities such as auditing employee roles, ensuring protocols are being followed (at times, helping to create those protocols), monitoring and planning employee certifications and training, managing office bills and paperwork, and auditing financials. There may be times when you may be asked to provide additional help in the back, including running sterilization or helping the assistants take x-rays on a patient.

Previous experience as a Front office manager, dental treatment coordinator, office administrator, or dental assistant would be an advantage. A successful Office manager/treatment coordinator should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, you should be able to ensure the smooth running of the office, help to improve company procedures and day-to-day operation. We use Open Dental Practice Management Software and Flex Dental to supplement with patient forms, payments, and texting

Responsibilities

Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, and employee certification compliance
Schedule meetings and appointments
Organize the office layout and order stationery and equipment
Maintain the office condition and arrange necessary repairs
Partner with owner dentist to update and maintain office policies as necessary
Organize office operations and procedures
Coordinate with IT, Dental Maintenance (Henry Schein), and building maintenance on all office equipment
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Manage office General and Administrative budget, ensure accurate and timely reporting
Provide general support to patients
Assist in the onboarding process for new hires
Address employees queries regarding office management issues (e.g. stationery, equipment, PTO and employee coverage)
Plan in-house or off-site activities, like monthly meetings, lunch-and-learns, and office celebrations
Verify patient insurance plans eligibility and coverage
Use up-to-date insurance information to provide accurate planned treatment estimates to patients
Collect balances as patients check out, or create payment plans as needed
Run billing weekly and send out any outstanding bills
Enter patient and insurance payments into Open Dental software
Follow up with insurance regarding any outstanding claims
Audit daily numbers
If assistants are running behind, helping to run sterilization, or take x-rays on patients

Skills

Proven experience as an Office manager, Front office manager, Dental assistant, or Administrative assistant
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in Open Dental Software and Flex Dental Management Software
Hands on experience with office machines (e.g. fax machines and printers)
Familiarity with Google Docs, Sheets, and Gmail
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements
High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits: