Oral Surgery Office Manager

The Office Manager is responsible for overseeing the day-to-day administrative operations of the oral surgery clinic. This role includes managing patient relations, supervising front desk staff, coordinating schedules, ensuring compliance with healthcare regulations, and facilitating communication between clinical and administrative teams. The Office Manager is also accountable for financial management tasks, including billing, accounts receivable, and expense management, ensuring smooth clinic operations and excellent patient service.

Key Responsibilities:

• Administrative Leadership:

- Oversee front office staff, including hiring, training, scheduling, and performance evaluation.

- Ensure smooth day-to-day operations by managing patient flow, coordinating appointments, and resolving any administrative challenges.

- Uphold clinic policies and procedures, and ensure regulatory compliance with OSHA, HIPAA, and other applicable laws.

• Patient Relations:

- Serve as the main point of contact for patient inquiries, complaints, and feedback, ensuring excellent customer service.

- Supervise patient scheduling, registration, and insurance verification processes.

- Ensure a welcoming and professional environment at the front desk.

• Financial Management:

- Ensure accuracy and time submissions of patient billing, accounts receivable, and insurance claims processes.

- Collaborate with the billing department to address claim denials, appeals, and patient payment plans.

- Monitor clinic expenses and assist in maintaining budgetary control.

• Operations and Compliance:

- Ensure the clinic meets all compliance requirements, including OSHA, HIPAA, and state and federal regulations.

- Manage inventory of office and clinical supplies and collaborate with vendors for procurement.

- Organize and lead team meetings and ensure timely communication with staff and providers.

• Staff Development and Training:

- Foster a positive and productive work environment by providing ongoing staff training and development.

- Conduct regular performance reviews and support staff growth within the clinic.

- Cross-train front office staff in billing, scheduling, and insurance processes to ensure flexibility in staffing.

• Collaboration:

- Work closely with oral surgeons, clinical staff, marketing, and the management team to align administrative and clinical goals.

- Assist with marketing and communications efforts to promote the clinic’s services and expand patient referrals.

Qualifications:

• Education:

- Bachelor’s degree in Healthcare Administration, Business, or a related field is preferred; equivalent work experience in healthcare management will be considered.

• Experience:

- Minimum of 3-5 years of office management experience, preferably in a healthcare setting or dental/oral surgery clinic.

- Knowledge of medical billing, insurance processes, and regulatory compliance (HIPAA, OSHA).

• Skills:

- Strong leadership and communication skills with the ability to motivate and manage a diverse team.

- Proficiency in practice management software and Microsoft Office Suite (Excel, Word, Outlook).

- Excellent organizational skills with a keen attention to detail.

- Ability to multitask, prioritize, and work in a fast-paced environment.

- Strong problem-solving skills and the ability to handle conflict with tact and professionalism.

Competencies:

• Adaptability, leadership, teamwork, customer service, and strategic thinking.

• Dependability: Consistently follows instructions, takes responsibility for actions, keeps commitments, and works long hours when needed to meet goals. Ensures tasks are completed on time or communicates if adjustments are required. Additional competencies include conflict resolution, quality management, and change management.