Dental Office Manager

South Littleton Family Dental • Full-time • Littleton, Colorado, United States • $33 - $38 / hour • 2w ago

Job Description

We are seeking a highly skilled and dynamic Dental Practice Operations Manager to oversee the daily functions and strategic growth of our dental healthcare facility. The ideal candidate will possess extensive experience in dental office management, operations, and administration. You own the schedule, the patient experience, the front office team, and the location's production and collections. This is a working manager role, not an administrative seat. You hold the location accountable and resolve issues where they happen rather than passing them up.

Responsibilities

Schedule and production

Own the daily schedule for every provider at the location, including how gaps get filled and how the next day gets built
Run the morning huddle: goal, open time, high-value treatment on the books, patient flags, and yesterday's misses
Manage the unscheduled treatment and recare lists as active work, with a defined weekly touch cadence
Direct the hygiene schedule, open hygiene hours, and reappointment, coordinating with the treating doctor on anything clinical
Hold the location to its production and collections goal and explain variance before it is asked for

Patient experience

Own the standard from the moment a patient walks in through financial presentation, and model it personally
Ensure every new patient is greeted by name, connected to their provider, and handed off warmly rather than processed
Own patient preparedness before the visit: scheduling paperwork, insurance on file, profile completion, and confirmations
Monitor reviews and patient complaints for the location, resolve service issues, and escalate patterns rather than incidents
Protect the experience through staffing gaps, including hygiene turnover, so continuity problems are not visible to the patient

Team leadership and accountability

Directly supervise the front office and administrative team: scheduling, time off, coverage, and daily performance
Manage human resources functions including hiring, onboarding, training, performance evaluations, and staff development
Hold regular one-on-ones and deliver performance feedback in the moment, not at review time
Conduct the 90-day introductory review and the annual review for direct reports, in partnership with the Director of Operations
Partner with the treating doctor on clinical team performance without stepping into clinical judgment
Initiate and document corrective action in partnership with the Director of Operations
Own the location's timeclock data, resolving missed punches, edits, and approvals at the location before the payroll deadline
Collect and submit PTO entries and reimbursement requests for the location on the payroll calendar

Revenue cycle and front office administration

Own insurance verification, treatment plan presentation support, financial arrangements, and same-day collection at the point of service
Resolve insurance verification escalations and records requests at the location rather than routing them up
Manage accounts receivable for the location, including aging follow-up, the statement cadence, and collection letters
Review adjustments, write-offs, and refunds before they are posted, within an approval threshold set by the Director of Operations
Reconcile the daily deposit and close the day
Keep the location's fee and insurance data accurate in the practice management software, and supply the data behind any fee schedule question

Systems, documentation, and compliance

Implement group-wide systems at the location, train the team on them, and report honestly on where adoption breaks down
Document what the location does that is not yet written down, so no process lives only in one person's head
Maintain supply and equipment ordering within budget, including par levels and monitoring for expired or stagnant stock
Own location-level compliance execution: OSHA logs and postings, HIPAA training completion and documentation, required labor law postings, and facility safety items
Serve as the location's day-to-day point of contact for vendors, IT, and facilities

Reporting

Review the location dashboard daily and act on it, rather than waiting to be asked for numbers
Deliver a short weekly written update to the Director of Operations against a standing agenda
Report supply spend as a percent of collections monthly
Flag a trend the week it starts, not the month after it shows up in the financials
Oversee fiscal management including budgeting, financial reporting, billing, and revenue cycle management utilizing The Dental App

Other tasks may be assigned to you from time to time.

What We Are Looking For

Required

Three or more years in a dental or medical practice with direct people management responsibility
Experience holding a team accountable, including at least one difficult conversation carried through to a documented outcome
Comfort owning a number and explaining variance
Fluency in practice management software, including the ability to pull and interpret a report without help
Working knowledge of insurance verification, treatment plan financials, and accounts receivable follow-up
Comfort owning timekeeping and payroll inputs to a deadline

Preferred

Multi-location or multi-provider experience
Specialty or medical billing exposure
Experience building a process rather than inheriting one

Compensation

· Pay: $33.65 to $38.46 per hour, depending on experience.
(Hourly equivalent of $70,000 to $80,000 per year at 40 hours per week.)

· Classification: Hourly, non-exempt. Overtime and Colorado break rules apply.

· Performance bonus: Tied to location results.

Pay: $33.65 - $38.46 per hour

Expected hours: 36.0 – 40.0 per week

Benefits:

401(k)
401(k) matching
Employee discount
Health insurance
Paid time off

Work Location: In person

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