ID: 555746
Dental Front Office Job Posting
Chichetti and Patel Dental Wellness

Description

Practice Operations Leader/Office Manager Position Overview Chichetti & Patel Dental Wellness is seeking a highly capable Office Manager to lead daily operations, team performance, and the overall patient experience. This role is responsible for translating the vision of the doctors into consistent execution across the practice—ensuring operational excellence, accountability, and an exceptional patient experience at every level. This role is accountable for the operational and financial performance of the practice. The ideal candidate is a proactive leader who thrives in a high-performance environment, understands dental KPIs, and can effectively manage both people and systems. Core Responsibilities 1. Daily Operations & Clinic Flow • Oversee all day-to-day operations of the practice • Ensure seamless coordination between clinical and administrative teams • Maintain an organized, efficient, and calm patient environment • Support schedule optimization and daily production goals • Discern and resolve team or patient escalations with clarity and professionalism 2. Team Leadership & Performance Management • Lead, coach, and manage all team members • Establish clear expectations and drive accountability • Conduct regular performance check-ins and feedback conversations • Oversee hiring, onboarding, and training • Manage staffing levels, scheduling, and PTO approvals • Foster a culture of ownership, service, and continuous improvement 3. Patient Experience & Service Excellence • Ensure a consistently elevated, concierge-level patient experience • Oversee all patient communication channels (phone, text, email, in-office) • Manage and resolve patient concerns and escalations • Continuously improve service standards and team execution 4. Business Performance & KPIs • Own and monitor all key practice metrics, including: o Collections o Case acceptance o Hygiene reappointment o Production per hour / per patient o Accounts receivable o New patient growth • Lead weekly and monthly KPI reviews with the doctors • Drive performance improvement through data, accountability, and execution 5. Financial Coordination The Office Manager is responsible for ensuring the practice’s financial systems are executed with consistency and accountability—resulting in strong collections, controlled accounts receivable, and a seamless patient financial experience. Collections & Reconciliation • Ensure patient financial expectations are clearly established before visits • Maintain visibility into balances, credits, and expected payments • Own daily collections performance in relation to production • Ensure accurate posting of all financial transactions • Oversee end-of-day, week, and month financial close and reconciliation • Identify and resolve breakdowns impacting collections Accounts Receivable • Generate and send statements to patients • Ensure consistent and effective process for patient balances and credits • Monitor performance and maintain AR within defined targets Financing & Systems • Oversee third-party financing utilization (e.g., Cherry, CareCredit) • Improve systems to reduce inefficiencies and revenue leakage 6. Treatment Acceptance & Practice Growth • Oversee systems supporting treatment acceptance • Monitor unscheduled treatment and ensure consistent follow-up • Ensure alignment between clinical and administrative teams • Support growth through schedule optimization and patient conversion 7. Systems, Processes & Optimization • Ensure all systems and workflows are clearly defined and followed • Identify inefficiencies and implement improvements • Lead training and reinforcement of systems across the team 8. eAssist & Vendor Oversight • Manage relationship with eAssist Dental Solutions • Oversee insurance workflow performance • Manage key vendors (IT, software, marketing, etc.) • Ensure vendor accountability and performance 9. Compliance & Risk Management • Ensure compliance with: o Occupational Safety and Health Administration o Health Insurance Portability and Accountability Act • Maintain employee records and documentation • Oversee patient forms and compliance processes 10. Strategic Support & Leadership • Partner with doctors on practice strategy and growth • Support fee schedule evaluation and implementation • Provide operational insights to improve profitability • Lead execution of practice goals and initiatives 11. Meetings, Reporting & Accountability • Lead monthly team meetings • Prepare and present KPI dashboards and insights • Conduct regular internal performance reviews • Oversee daily and monthly financial reconciliation • Ensure accuracy and accountability in reporting Scope Clarification This role does not include: • Payroll processing • Accounts payable / bill pay • Insurance processing or claims management • Treatment financial presentation However, the role maintains visibility and coordination across all areas impacting performance. Ideal Candidate Profile • Strong dental practice management experience • Deep understanding of KPIs and revenue cycle performance • Proven leadership and team development skills • Highly organized and systems-oriented • Strong communication and problem-solving ability • Growth-minded with a proactive, solution-oriented approach Success in This Role Looks Like • A consistently smooth, efficient daily operation • A highly accountable, well-trained team • Elevated patient experience and retention • Strong collections and controlled accounts receivable • Clear visibility into performance metrics • Continuous improvement in systems and profitability