Office Manager

Overview

The Office Manager is responsible for overseeing the daily administrative, financial, and operational functions of the dental practice. This role ensures an exceptional patient experience, efficient office operations, regulatory compliance, and achievement of practice performance goals. The Office Manager serves as a leader for front-office staff and works closely with dentists, hygienists, and clinical team members to support practice growth and patient satisfaction.

• Manage the day-to-day operations of the dental office.
• Ensure smooth patient scheduling, registration, and check-in/check-out processes.
• Develop and implement office policies and procedures.
• Monitor office productivity and workflow efficiency.
• Coordinate facility maintenance, equipment servicing, and vendor relationships.

• Foster a welcoming, professional, and patient-centered environment.
• Address patient concerns, complaints, and service recovery issues promptly.
• Monitor patient satisfaction and implement improvements as needed.
• Ensure patient confidentiality and compliance with HIPAA regulations.

• Supervise, train, and support front-office personnel.
• Conduct performance evaluations and provide coaching and feedback.
• Assist with recruiting, onboarding, and staff development.
• Create employee schedules and manage time-off requests.
• Promote teamwork, accountability, and a positive workplace culture.

• Oversee patient billing, collections, and accounts receivable.
• Monitor insurance claims, reimbursements, and outstanding balances.
• Review daily production and collection reports.
• Manage office budgets and expenses.
• Support achievement of revenue, production, and profitability goals.

• Ensure accurate insurance verification and treatment plan estimates.
• Monitor claim submissions and follow-up on unpaid claims.
• Maintain compliance with HIPAA, OSHA, and company policies.
• Prepare documentation for audits and regulatory reviews.

• Track key performance indicators (KPIs) including:
  • Production
  • Collections
  • New patient growth
  • Case acceptance rates
  • Accounts receivable
  • Schedule utilization
• Provide regular reports to leadership and recommend operational improvements

Compensation and benefits are determined by factors including experience, licensure and certifications, office location, and organizational needs. Eligible for discretionary bonuses and benefits including medical, dental, vision, and 401(k).

Vaco by Highspring is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic. Reasonable accommodations available during the application process. For more information, contact HR.