Schedule: Full-time, Monday – Friday
Location: Clearwater/ Belleair Bluffs area
About Our Practice
We are a family owned dental practice with 3 locations in the Clearwater area, focused on helping patients feel healthy, comfortable, and confident in their smiles. We take pride in providing high-quality care in a warm, kind, and supportive environment.
Our team was honored to be voted Tampa Bay Business Journal “Best Place to Work” in the Extra Small Company category, and we work hard every day to live up to that standard for our patients and our team.
We’re looking for an Office Manager who wants to be part of a close-knit, growth-minded team and take real ownership of the front office and patient experience.
Position Summary
The Office Manager leads the front office operations, supports and guides the team, and helps create a smooth, positive experience for every patient. You’ll coordinate the daily flow, manage the schedule and financial systems, support treatment acceptance, and help the team stay aligned and encouraged.
This role is perfect for someone who is organized, caring, and enjoys leading others in a supportive, collaborative way.
Key Responsibilities
Daily
- Lead and host a positive, focused morning huddle
- Review schedule, production goals, gaps, and opportunities
- Align and encourage the team for the day ahead
- Manage and optimize the schedule
- Keep the schedule full, productive, and aligned with our template
- Fill same-day and future cancellations quickly and thoughtfully
- Monitor same-day opportunities to add needed treatment
- Ensure all charts are prepped and complete before appointments
- Guide patient flow and experience
- Warmly welcome patients and keep them informed throughout their visit
- Present treatment plans clearly and support case acceptance with empathy
- Confidently help patients schedule recommended care
- Execute follow-up systems for unscheduled treatment
- 2-day, 2-week, and 2-month follow-up outreach
- Monitor collections and payments
- Collect balances at time of service
- Handle outstanding balances with kindness and clarity
- Support insurance processes
- Ensure benefits are verified and claims are submitted accurately
- Maintain clear documentation of patient interactions and next steps
- Send a complete End-of-Day report
- Production, collections, schedule updates, key notes
Weekly
- Review and share key performance metrics
- Production vs goal, collections, case acceptance, schedule efficiency, reappointment rates
- Review and manage Accounts Receivable (AR)
- Work aging reports, especially 90+ days
- Oversee insurance and claims
- Follow up on unpaid or delayed claims and help resolve them
- Support new patient growth and conversion
- Review leads and conversion rates; suggest improvements
- Ensure the schedule is built in advance
- Review 1–2 weeks ahead and pre-fill with productive treatment
- Foster team communication and accountability
- Address issues early, celebrate wins, and reinforce expectations and systems
Monthly
- Review overall practice performance
- Production, collections, case acceptance, new patients, reappointment, and retention
- Help evaluate and improve systems
- Strengthen workflows for scheduling, follow-up, and communication
- Monitor financial performance
- AR trends, insurance aging, write-offs and adjustments
- Set clear goals and action plans for the upcoming month
- Support team development
- Identify areas for coaching and partner with the doctor to help team members grow
Qualifications
- 3+ years of dental front office / office management experience strongly preferred
- Strong understanding of dental scheduling, treatment presentation, insurance verification, and claims
- Experience managing AR, collections, and production/collection goals
- Comfortable with dental practice management software (e.g., Dentrix, Eaglesoft, Open Dental, etc.)
- Highly organized with strong follow-through and attention to detail
- Warm, professional communicator who enjoys leading and supporting a team
- Patient-centered mindset and a genuine desire to make visits smooth and stress-free
Compensation & Benefits
- Competitive compensation based on experience, with potential performance-based bonus
- Healthy PTO Allowance
- Monday–Friday schedule, no weekends
- Supportive, team-oriented environment in a Tampa Bay Business Journal Best Place to Work practice
If you love creating great patient experiences, enjoy helping a team succeed, and want to grow in a positive, award-winning practice, we’d be excited to hear from you. Please apply with your resume and a brief note about your dental office management experience.
Pay: From $26.06 per hour
Work Location: In person
