Office Manager Dental Front Office Job in Long Beach, California

(Job ID: 540595)

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Description

Position Summary: The Practice Administrator oversees the practice's daily operations, staffing, and finances to ensure fundamental systems and protocols are in place and functioning effectively to reach practice goals. This individual is responsible for overseeing the staff's development, the company's financial health, community outreach, and marketing. Generally, the Practice Administrator will be responsible for implementing and monitoring the vision and systems as set together with the surgeons. Other duties include facilities management, strategic planning, and goal setting with the practice doctor owners, as well as ensuring the overall patient satisfaction and goodwill of the practice. Responsibilities: Management of Personnel and Resources: - Hiring, motivating, developing, and directing people as they work, identifying the best people for the job, and issuing discipline and termination when necessary. - Plan for staffing needs, recruit and interview candidates, conduct background checks, hire new employees, and develop employee retention and engagement - Maintain a professional work environment - Onboard new employees, conduct orientation sessions, relay the vision of the practice, and arrange on-the-job training for new hires - Analyze training needs to develop new training programs or modify and improve existing programs; Conduct or arrange for ongoing training and CE classes for staff members - Monitor patient flow and staff allocation to meet patient needs and maximize doctor time - Coordinate absences and time off requests - Responsible for supervision of front and back office staff; Resolves any clinical-administrative problems; Develops measurable performance objectives for the team - Observe and evaluate employees’ performance and appearance to ensure quality service and policy compliance. Issue corrective coaching, oral and written, as appropriate to communicate practice standards and protect the practice from liability - Act as liaison between staff, doctor owners, and Corporate in the development of policy and communication among the team - Partner with the Corporate HR team on a biweekly basis to ensure the timely submission of payroll - Schedule and lead any department meetings - Keep accurate personnel records in compliance with applicable law and as needed to protect practice interests Management of Practice Operations: Directing the practice's operation and its efficient functioning. - Prepare, monitor, and track operational reports and key vitals of the company to ensure accuracy and efficiency - Accurately maintains and analyzes financial reports, P&L performance and achieves practice financial goals - Analyze internal processes, monitors competitor innovations, and recommends and implements procedural or policy changes to improve operations and control costs - Acquire, distribute, and store supplies or supervise another to do so - Monitor the facilities to ensure that it remains safe, secure, and well-maintained - Oversees billing and collection processes - Analyzes the financial impact of changes in clinical activities and forecasts actual revenue, net income, and expenditures versus approved budget - Inspect work areas and operating equipment to ensure conformance to established standards in areas such as cleanliness and maintenance - Supervises patient recordkeeping and HIPAA compliance - Develops and monitors the effectiveness of marketing campaigns - Oversees IT systems, uses and effectively monitors usage of practice management and patient record software - Oversees systems for patient retention, follow-ups, and new patient acquisition - Ensures optimal patient care, monitors patient satisfaction, and resolves complaints - Informs owners of current trends issues, and pertinent issues to facilitate policy-making Leadership and Professionalism: - Represent the practice in a professional, pleasant, and cooperative manner - Contribute to the development of the practice’s mission and strategic vision - Act as the main point of contact for community outreach efforts - Clearly and respectfully communicate with doctor owner(s) to develop, implement and monitor effective programs - Maintain regular, consistent, and punctual attendance in accordance with assigned schedule and time off policies - Must be able to comfortably and efficiently handle multiple deadlines and task assignments for self and subordinates - Must be able to work both independently and cooperatively in team settings Other Essential Qualifications: - Time Management – Excels at directing one's own time and the time of others - Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times - Leadership and Guidance – Ability to lead effectively - Judgment and Decision Making – Able to evaluate the relative costs and benefits of potential actions and decisions within the purview and to choose the most appropriate - one - Responds creatively and constructively with solutions to problems - Maintains the highest level of confidentiality and adherence to HIPAA standards - Adheres to strict safety guidelines and procedures to OSHA and office standards - Flexible and willing to perform the duties of others in their absence - Occasional travel, by car or plane, required in order to participate in continuing education or seminars Working Conditions/Physical Requirements: - Sitting, standing, and walking for extended periods - Moderate noise levels from dental and other office equipment - Comfortable medical office/lab setting - Hand dexterity and typing skills to work with standard software programs provided - Good mathematical aptitude in order to prepare and interpret financial and productivity reports - Excellent interpersonal skills to communicate and lead a team effectively - Near Vision - Ability to see details at close range (within a few feet) as required for computer software programs and the observation of subordinates’ work quality - Excellent communication skills - talking and writing to others to convey information effectively - Organizational Skills – Ability to create systems and order, break large goals down into achievable tasks - Stress Management - Ability to maintain productivity and professionalism in a fast-paced environment and stressful situations - Good reading comprehension - Understanding written sentences and paragraphs in work-related documents Experience and Education: - Bachelor's Degree in Business, Healthcare Administration, or another applicable field is preferred - 5+ years of experience in medical or dental office setting - 5+ years of managerial experience in a medical or dental office setting - Knowledge of billing codes and understanding of insurance plans a plus Special Requirements: Due to access to the company's financials, a job offer may be contingent upon successful completion of a background check, including a credit check. Benefits 401(k) with 3% Non-Elective Safeharbor Contribution Dental Insurance Health insurance Vision insurance Flexible Spending Accounts Health Savings Account Long-term disability Short-term disability Voluntary life insurance Paid time off Allied OMS offers a competitive salary and benefits. The candidate must be able to work in the United States legally; we cannot provide sponsorship. Allied OMS is a proud equal-opportunity employer.