Clinical Operations Manager – Multi-Specialty Dental Practice

Position Overview

The Clinical Operations Manager is responsible for overseeing all clinical functions within a multi-specialty dental practice to ensure efficiency, compliance, quality of care, and optimal patient experience. This role serves as the operational bridge between providers, clinical staff, and executive leadership, driving performance, standardization, and accountability across all clinical departments.

Key Responsibilities

1. Clinical Team Oversight

• Direct supervision of: 
  • Dental Assistants 
  • Sterilization Technicians 
  • Specialty Assistants (Surgery, Ortho, Endo, etc.) 
• Manage staffing schedules aligned with provider production goals 
• Lead hiring, onboarding, training, and performance management 
• Enforce accountability through KPIs and daily performance tracking 

2. Clinical Workflow Optimization

• Standardize clinical protocols across all specialties 
• Ensure efficient operatory turnover and chair utilization 
• Coordinate provider schedules for maximum production and minimal downtime 
• Identify bottlenecks and implement process improvements 

3. Compliance & Risk Management

• Ensure adherence to: 
  • OSHA 
  • HIPAA 
  • CDC infection control guidelines 
  • State dental board regulations (Florida) 
• Oversee sterilization protocols and documentation 
• Maintain audit-ready clinical environments at all times 

4. Clinical Quality & Patient Experience

• Monitor quality of care and consistency across providers 
• Ensure proper case setup, lab turnaround, and treatment readiness 
• Address patient concerns related to clinical care 
• Partner with Sales Supervisor to improve case acceptance 

5. Inventory & Supply Chain Management

• Oversee ordering and inventory control for all clinical supplies 
• Manage vendor relationships and cost control 
• Prevent shortages and overstocking 
• Standardize materials and equipment across providers 

6. Lab & Case Management

• Oversee in-house and external lab coordination 
• Track case timelines, remakes, and quality issues 
• Ensure alignment between providers and lab technicians 

7. KPI & Performance Management

• Track and report on: 
  • Chair utilization 
  • Case completion rates 
  • Re-do/remake rates 
  • Provider efficiency 
  • Clinical staff productivity 
• Implement systems to improve EBITDA through clinical efficiency 

8. Cross-Department Collaboration

• Work closely with: 
  • Doctors (GP + Specialists) 
  • Front Office / Scheduling 
  • Billing & Insurance 
  • Executive Leadership 
• Align clinical operations with revenue cycle and growth goals 

Requirements

Experience

• 3–5+ years in dental clinical operations or office management 
• Experience in a multi-specialty or high-volume practice REQUIRED 
• Strong understanding of: 
  • Dental procedures (GP + specialty) 
  • Clinical workflows 
  • Dental terminology and case sequencing 

Technical Knowledge

• Deep knowledge of: 
  • Dental assisting protocols 
  • Sterilization and infection control 
  • Clinical scheduling optimization 
• Experience with dental software (e.g., CareStack or similar PMS) 

Leadership Skills

• Proven ability to manage large teams (15+ clinical staff preferred) 
• Strong conflict resolution and team-building skills 
• Ability to enforce structure, accountability, and performance standards 

Operational Skillset

• Data-driven decision-making 
• Process development and SOP implementation 
• Strong organizational and execution skills 
• Ability to multitask in a fast-paced, high-production environment 

Key Performance Indicators (KPIs)

• Operatory utilization rate 
• Provider production efficiency 
• On-time patient flow 
• Case readiness rate 
• Sterilization compliance score 
• Staff productivity metrics 
• Reduction in clinical errors/remakes 

Preferred Qualifications

• Certified Dental Assistant (CDA) or Expanded Functions (EFDA) 
• Experience managing $800K–$1M+/month production environments 
• Background in specialty dentistry (implants, surgery, ortho, etc.) 

Compensation & Structure (Recommended)

• Base Salary + Quarterly Performance Bonus tied to: 
  • EBITDA targets 
  • Clinical efficiency metrics 
  • Patient satisfaction scores 

Ideal Candidate Profile

• Highly organized, detail-oriented, and process-driven 
• Strong clinical knowledge with operational mindset 
• Assertive leadership style with ability to hold teams accountable 
• Focused on growth, efficiency, and high-quality patient outcomes