Position Summary

The Office Manager is responsible for leading the day-to-day administrative and operational functions of a growing endodontic practice. This role will oversee front office operations, patient experience, scheduling, insurance processes, financial performance, and team leadership while working closely with the doctor and executive leadership.

As this practice is transitioning under new ownership, the Office Manager will play a critical role in reopening and establishing efficient workflows, implementing office policies, coordinating vendors, supporting hiring and onboarding, and helping build a high-performing team. This position is ideal for a proactive leader who thrives in building systems, solving problems, and creating an exceptional patient and referring provider experience.

Key Responsibilities

Administrative Leadership

• Oversee all front office operations and ensure efficient daily workflow. 
• Recruit, train, schedule, and supervise administrative team members. 
• Develop and implement office policies, procedures, and standard operating processes. 
• Coordinate patient scheduling to maximize provider productivity while minimizing wait times. 
• Resolve administrative issues and support staff with day-to-day operations. 
• Maintain a professional, welcoming, and patient-centered office environment. 

Practice Startup & Operations

• Assist with reopening the practice under new ownership and establishing daily operations. 
• Coordinate onboarding and training for new employees. 
• Verify operational readiness, including equipment functionality, office supplies, and vendor services. 
• Assist with implementation and optimization of practice management software and office systems. 
• Develop front office workflows, scheduling protocols, and patient communication processes. 
• Coordinate with executive leadership on operational priorities, timelines, and practice growth initiatives. 
• Help establish key performance indicators (KPIs) and monitor office performance. 

Patient & Referral Relations

• Serve as the primary point of contact for patient concerns, questions, and service recovery. 
• Oversee patient registration, scheduling, insurance verification, and financial discussions. 
• Build and maintain strong relationships with referring general dentists and specialists. 
• Coordinate referral communication and ensure timely transfer of reports and treatment documentation. 
• Maintain a high standard of customer service throughout the patient experience. 

Financial Management

• Oversee daily collections, deposits, and financial reporting. 
• Ensure accurate insurance verification, claim submission, billing, and accounts receivable processes. 
• Work with the billing department to resolve insurance denials and outstanding balances. 
• Monitor office expenses and assist with budgeting and financial performance. 
• Track office production, collections, and key operational metrics. 

Operations & Compliance

• Ensure compliance with OSHA, HIPAA, infection control, and all applicable state and federal regulations. 
• Manage office and clinical inventory while maintaining relationships with suppliers and vendors. 
• Coordinate equipment maintenance and service appointments. 
• Ensure all licenses, permits, certifications, and compliance documentation remain current. 
• Lead regular staff meetings and communicate operational updates. 

Staff Development

• Foster a positive, accountable, and team-oriented workplace culture. 
• Provide coaching, performance feedback, and annual evaluations. 
• Cross-train administrative staff to ensure operational flexibility. 
• Support employee development and continuous improvement initiatives. 

Collaboration

• Partner closely with the doctor, executive leadership, marketing, and clinical staff to support practice growth. 
• Assist with referral outreach, community engagement, and marketing initiatives. 
• Support implementation of new technologies, systems, and operational improvements. 
• Participate in strategic planning and practice development projects. 

Qualifications

Education

• Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred. 
• Equivalent healthcare management experience will be considered. 

Experience

• Minimum of 3–5 years of office management experience in a dental or healthcare setting. 
• Endodontic, specialty dental, oral surgery, periodontics, or orthodontic experience preferred. 
• Experience with dental insurance, treatment planning, and practice management software. 
• Previous experience opening, transitioning, or growing a healthcare practice is highly preferred. 

Skills

• Strong leadership and team management abilities. 
• Excellent communication and interpersonal skills. 
• Exceptional organizational and project management skills. 
• Strong knowledge of dental insurance, billing, scheduling, and collections. 
• Proficiency with Microsoft Office (Excel, Word, Outlook) and dental practice management software. 
• Ability to multitask, prioritize, and adapt in a fast-paced environment. 
• Strong analytical and problem-solving abilities. 

Competencies

• Leadership and accountability 
• Organizational excellence 
• Strategic thinking 
• Customer service excellence 
• Financial acumen 
• Process improvement 
• Adaptability and change management 
• Relationship building 
• Conflict resolution 
• Attention to detail 
• Dependability and integrity