Dental Office Manager

JOB DESCRIPTION

 

Location:    TBD

Job Summary:   Under the general direction of the Dental Health Services Administrator, , in accordance with established protocols, the person in this position shall be responsible for supervising and training front office and back office staff according to their job duties. In addition, and as recommended by the Dental Health Services Administrator, may perform other related work to include, but not limited to, dental FOC duties, clinical DA duties, making appointments, answering the phone, ordering supplies and doing the dental billing.

Job Duties:

  1. Front Office Supervision:
  • Responsible for the training of the Front office staff and orientation of the new hires  including training for EDR/Dentrix/QS1 and other job related procedures.
  • Responsible for conducting performance evaluations on allof the dental front office staff.
  • Observe front office efficiency:
  1. Make sure the patients are processed within reasonable time.
  2. Review and make certain that registration is completed properly and in accordance to  established protocols.
  3. Review and make certain that cash register is balanced – receipts are issued properly for each day.
  4. Review all route slips throughout the day and make certain they are completely accurate in their entirety, including all necessary attached documents.
  5. Make sure that route slips are turned into billing department within 24 hours of date of service.
  6. Answer some of the dental front office call – as needed
  7. Observe dental records:
    • Make sure the charts are filed properly.
    • Review pending items.
    • Review to make sure that all subpoenas are answered within allowed time.
    • Communicate any chart issues with the dental providers

 

8.   Observe phone etiquette and voice mails:

  • Make sure the calls are answered within 4 rings
  • Make sure that voice mails are checked at least every other hour.

2.   Back office supervision:

  • Responsible for the training of dental assistants and the orientation of new hires at the back.
  • Responsible for conducting performance evaluations on all of the dental assistants.
  • Observe back office efficiency:
  1.  Greets patients in waiting area and escorts patients to the operatory.
  2. Assist the dentist in the administration of treatment at the chair side as required or directed by the dentist.
  3. Promote an atmosphere supportive of good dental and general health by demonstrating good oral hygiene, question patients to ascertain home care status, instruct patients in techniques of flossing and brushing in accordance with protocol.
  4. Maintain a sterile and neat working environment according to current infection control procedures.
  5. Review the health history, make chart entries under the direction of the operator and assure completion of forms and signatures.
  6. Assume the responsibility associated with any expanded duties that may be delegated by the dentist.
  7. Familiarize the patient with the aspects of their dental visit and provide support and compassion to that patient when it is needed.
  8. Stock operatories and maintain clinical supply inventory. Review daily schedule to set up appropriate trays and instruments.
  9. Serve as supply liaison, communicate with purchasing department and vendors to assure  prompt receipt of all orders.

3.   May perform dental assistant job description according to the table of permitted  duties.

4.   Observe staff customer service, handle patient complaints, address and resolve employee problems, as well as patients.

5.   Oversee all logs initiated within the Dental Department and delegate assistants to maintain various logs at each site.

6.   Assist in overseeing the sterilization, infection control practices, and OSHA compliance within the dental department.

7.   Make sure that QI reports are done on a monthly basis and all CCPs are resolved as established by QI protocol.

8.    Assess and create goal for improvement for the site operation.

9.   Review and report building physical condition and equipment condition periodically and as needed, and provide any suggestions or proposal accordingly.

10.  Cash box reconciliation and other related duties.

11.  Serve as liaison for all community events within Omni service area as well as areas of the Dental Department. Coordinates with the health education department and assign dental assistants to attend these events.

12.  Collaborate the annual dental inventory with the Fiscal Department.

13.  Aware of Safety and OSHA practices, participate in Infection control committee.

14.  Review and make certain that referrals are completed in a timely manner, and logged according to established protocols, policies and procedures.

15.  Any other duties or responsibilities the chief dental officer or the dental district administrator may assign when the need arises.

16.  Promote and believe in community clinics health mission.

17.  Ability to relate to the public regardless of ethnic, religion and economic status.

Administrative Duties:

  1. Assist the district administrator and CDO with various administrative duties including preparing the monthly schedules, EZ Labor and related forms/requests, etc.
  2. Attend internal and external meetings on behalf of the dental department as assigned by the Chief Dental Officer.
  3. Responsible for supervision and training of dental staff as needed and orientation for new hires.
  4. Work closely with the Quality control team, Review QI reports and perform Registration Audits and QI check, and forward QI results to the Chief Dental Officer.
  5. Work closely with Human Resources department and all other departments as deemed necessary per the Chief Dental Officer.
  6. Communicate site operation and submit monthly report to the district administrator.
  7. Communicate/follow up on all route slips corrections/completions with Billing.
  8. Handle patients’ complaints and employee conflicts in timely and efficient manner.
  9. Revise dental supply orders monthly for all sites and communicate with purchasing department as needed.

Job Requirement:

  1. Demonstrate knowledge of dental health education subjects.
  2. Ability to complete forms in an orderly and accurate fashion, computer literate, familiar with Microsoft Word, Excel, Power point, etc.
  3. Able to use sound judgment. Possess a calm disposition and the ability to work easily with people.
  4. Ability to work with clinical staff and handle pressure from more than one provider.
  5. Ability to relate to the public in all areas (racial, ethnic, and economic).
  6. Willing to work evenings and/or weekends; willing to travel to various Dental sites to train and mentor staff as recommended by the Chief Dental Officer.
  7. Willingness to participate in community events such as health fairs, etc.
  8. Have the ability to communicate fluently in both English and Spanish.

Additional Duties:

  1. HIPAA compliance – Responsible for maintaining abreast of and in compliance with all H.I.P.A.A. regulations and requirements. Treats all member information confidential.
  2. Compliance – Ensure compliance with all local, state and federal regulations.
  3. QA/QI – Participate in QA/QI activities and contribute towards the overall performance improvement of the organization.
  4. IT – Required to learn and use the Electronic Health Record and Practice Electronic System and its components. As required by the job functions and highlighted in the Policies and Procedures. These components include NextGen, PMS, QSI and other electronic features, as they are developed and implemented, as applicable to work environment.
  5. All employees will participate in Patient Centered Health Home Model at Omni Family Health.

Qualifications, Education, and Experience:

  1. High school graduate (or GED)
  2. Certification as a Dental Assistant (RDA preferred).
  3. Three years’ experience as a dental assistant and/or dental FOC.
  4. At least one (1) year management experience at a dental office setting; Must have leadership abilities and demonstrate management skills.
  5. Familiar with dental insurance codes, processing claims, dental software (Dentrix, NextGen or similar software), and other dental front office work.
  6. Proof of completing radiation safety course.
  7. Certificate for coronal polishing.

Responsible To:         Dental Health Services Administrator

Classification:            Full time, Exempt position.