Position Overview
We are seeking an experienced and people-driven Office Manager to lead the operations of our Pediatric and Orthodontic practice. This is a hands-on leadership role for someone who enjoys building strong teams, creating smooth systems, and delivering an exceptional experience for families from their very first visit through the completion of orthodontic care.
As Office Manager, you will work closely with the doctor(s) to support growth, guide the team, and ensure both departments operate efficiently and in alignment with the practice’s goals. This role requires a confident leader who can balance structure with empathy, stay organized in a fast-paced environment, and take pride in creating a positive, well-run workplace.
What You’ll Be Responsible For
Practice Operations & Daily Flow
- Partner with the doctor(s) to set and track annual goals for both pediatric and orthodontic services.
- Oversee daily operations to ensure a smooth patient journey, efficient scheduling, and consistent service standards across departments.
- Lead team meetings and leadership huddles to keep communication clear, priorities aligned, and momentum moving forward.
- Manage supplies and inventory for both pediatric and orthodontic care while staying within budget.
- Ensure patient communication is warm, timely, and professional across all touchpoints—phone, text, email, and referrals.
- Take ownership of projects that support practice growth, efficiency, and long-term success.
Team Leadership & Human Resources
- Lead the hiring, interviewing, and onboarding process for administrative and clinical team members.
- Support the doctor(s) with decisions related to hiring, coaching, performance management, and terminations.
- Maintain employee records, track attendance, manage PTO requests, and coordinate coverage when needed.
- Conduct performance reviews and provide ongoing feedback that supports growth, accountability, and engagement.
- Address team or patient concerns with professionalism, empathy, and a solutions-focused mindset.
Training & Development
- Coordinate onboarding and ongoing training for all roles, with an understanding of pediatric and orthodontic workflows.
- Encourage cross-training where appropriate to improve flexibility and team support.
- Organize team training focused on customer experience, communication, efficiency, and leadership development.
- Keep the Practice Operations Manual current and reflective of real-time workflows and policies.
- Stay up to date on industry trends, systems, and best practices, and share helpful insights with the team.
Reporting & Performance Tracking
- Prepare and review key reports, including:
- New patient and referral metrics
- Pediatric visit volume and scheduling capacity
- Orthodontic consults, case acceptance, and starts
- Production, collections, and accounts receivable
- Track KPIs tied to practice goals and bonus structures, and communicate progress clearly to leadership.
- Maintain organized monthly reports to support planning, forecasting, and continuous improvement.
Financial & Payroll Oversight
- Submit payroll accurately and on time.
- Track expenses, reconcile invoices, and monitor spending in alignment with the practice budget.
- Manage vendor payments and maintain organized financial records.
- Oversee daily deposits and ensure financial information is ready for monthly and quarterly reviews.
- Provide requested documentation to the practice’s accountant and leadership team.
Technology & Equipment Support
- Serve as the point of contact for practice software and technology vendors.
- Coordinate system updates and troubleshoot issues as they arise.
- Schedule maintenance and repairs for pediatric and orthodontic equipment as needed.
Additional Support
- Assist the doctor(s) with special projects, department initiatives, or growth opportunities.
- Step in to support the team during high-volume days or staffing gaps.
- Model professionalism, positivity, and a family-centered, patient-first culture every day.
What We’re Looking For
- 5+ years of experience in a pediatric dental, orthodontic, or combined practice
- 2+ years in a leadership, office manager, or supervisory role
- Strong understanding of pediatric and orthodontic workflows, scheduling, and billing
- Working knowledge of insurance processes, revenue tracking, and HIPAA compliance
- Degree or certification in Business, Healthcare Administration, or a related field (preferred)
Skills & Traits for Success
- Confident, supportive leader who enjoys coaching and motivating others
- Organized, detail-oriented, and comfortable managing multiple priorities
- Clear communicator with strong written and verbal skills
- Calm, steady, and solutions-focused in a fast-paced environment
- Patient-first mindset with a strong sense of ownership and accountability
- Professional, dependable, and aligned with a team-oriented culture
Working Environment
- Fast-paced, family-focused practice with varying patient volume
- Exposure to standard pediatric and orthodontic office equipment
- Occasional lifting of supplies as needed
Job Type: Full-time
Pay: $29.00 - $34.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Experience:
- dental practice management: 2 years (Preferred)
Work Location: In person
