Assistant Clinic Manager (Madison, WI)

Description

About us:

Orthodontic Experts is dedicated to quality care and orthodontic excellence, we are a community committed to making a difference in the lives of our patients. We are looking for the best of the best to join our team . We currently have twenty-eight offices in the greater Chicagoland area, Wisconsin, and Indiana. This year we are on track to open additional offices! Our core Values consist of the following:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

Job Description:

As an Assistant Clinic Manager, you will be responsible for working with upper management in organizing and managing the daily operations of our clinic. You will be responsible for overseeing staff productivity, ensuring safety and compliance regulations are met, and helping to maintain a high level of customer service.

Tasks include but are not limited to:

• Manages the efficient and effective scheduling of patients and adjusts and needed
• Monitors no-shows and manages the necessary calls and re-scheduling
• Conducts sessions with patients for reviewing treatment and payment plans
• Handles patient complaints and provides feedback to Providers/Assistants on issues related to clinical matters
• Provide weekly and monthly reporting to leadership
• Coordinate and facilitate monthly meetings for clinical staff
• Take responsibility for the appearance and functionality of the office
• Maintain facilities and equipment in accordance with hygiene and safety regulations including OSHA
• Participate in marketing events
• Explain the treatment plan, address patient concerns and answer any questions
• Assist the patient in prioritizing the treatment and establish a plan for scheduling and payment arrangements
• Build trust, and understand the patient’s objectives
• Conduct financial consultations with all new patients and with existing patients when new treatment plans are presented.
• Manage and maintain the payment options and policies for patients
• Understand the practice’s policy on working with Ortho benefit plans and be prepared to educate patients on their dental benefits.
• Oversee and track ortho benefit plan accounts receivable and follow-up on claims regularly to ensure timely payment.
• Communicate with all outside and third-party financing companies offered to patients and educate patients on the available outside financing options.
• Track patient accounts receivable and outstanding balances to ensure timely payment.
• Assist in Practice’s collections protocol for all outstanding balances.
• Introduce new patients to the practice by going over health history, explaining the doctor’s examination, and describing any other features about the practice that should be highlighted.
• Conduct treatment consultations with all new patients and with existing patients when new treatment plans are presented.
• Answer incoming calls to include new patient calls, emergencies, scheduling patient appointments, requesting records, and follow up.
• Assisting TC with outbound calls.
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks.
• Perform general office duties and other duties as required.

Requirements

• A bachelor degree or equivalent
• 3-4 Years of experience in office administration
• 2 Years of Office management experience
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suites.
• Must be fluent in Spanish

Working Hours/ Location:

• Monday – Wednesday 8:45am – 5:00pm
• Thursday 7:45am - 4:00pm
• Friday 6:45am – 3:00pm
• Saturdays 7:45am-1:00pm
• Be available to work 2 Saturdays per month
• Required travel for training and coverage purposes to Beloit and Menomonee Falls clinics in Wisconsin

Benefits (for our full-time employees):

• Paid Training
• Travel Pay (when traveling to sister clinics farther than 15 miles away from base clinic)
• Clinical Bonuses
• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife MetLaw Legal Insurance
• Transit Reimbursement - Commuter Account
• Free and discounted Orthodontic Treatments