Dental Front Office Job in Arlington, Texas

(Job ID: 512319)

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Description

How to Apply: Interested candidates should submit their resume, cover letter, and references to [sign in to DentalPost to see current contact info] Please include “Office Manager – Arlington Dental Recruit” in the subject line. Position Title: Office Manager Location: Arlington, Texas Reports To: Practice Owner Office Production Goal: Manage office producing $2 million annually with growth potential to $4.5 million. Position Summary: Our dental office is seeking a seasoned and highly skilled Office Manager to lead and oversee the operations of a high-performing dental office producing $2 million annually, with a goal of growing into a $4.5 million practice. The ideal candidate will have extensive experience in dental practice management, possess proven proficiency in different practice management softwares (PMS), and demonstrate proactive communication with the leadership team. This individual will also be responsible for establishing and maintaining Standard Operating Procedures (SOPs) across all departments, managing HR functions, and ensuring the seamless and efficient operation of the practice. The successful candidate will be a proactive, organized, results-oriented leader who excels in a fast-paced environment and can drive the practice’s growth with minimal oversight. Key Responsibilities: 1. Leadership & Team Management • Lead, supervise, and coach a team of administrative, clinical, and hygiene staff, ensuring all departments function cohesively to meet the office’s production goals. • Set clear performance expectations for staff and conduct regular performance reviews, addressing any issues swiftly and effectively. • Assist with recruiting, onboarding, and training new staff members to align with the practice’s growth strategy. • Foster a positive and collaborative work culture by promoting open communication, team-building activities, and recognition programs. 2. HR & Employee Relations • Oversee the recruitment and hiring process, including creating job descriptions, posting positions, screening candidates, and conducting interviews. • Develop and manage employee onboarding, orientation, and training programs to ensure new hires are equipped for success. • Maintain and update employee records, ensuring compliance with federal and state regulations, including OSHA and HIPAA. • Manage employee benefits, including retirement plans and other compensation packages. • Conduct employee performance evaluations, manage conflict resolution, and provide coaching for performance improvement. • Implement HR policies and procedures, including managing employee leave, handling disciplinary actions, and ensuring legal compliance. • Monitor and ensure compliance with all applicable labor laws, ensuring the office follows fair employment practices. 3. Financial & Production Management • Oversee and manage the practice’s $2 million annual production, with a clear plan to grow production to $4.5 million through strategic initiatives. • Monitor financial performance, including tracking daily, weekly, and monthly production and collections. • Develop and manage office budgets, ensuring cost control, profitability, and cash flow are optimized. • Prepare and present financial reports to the practice owner regularly, identifying trends, opportunities, and areas for improvement. 4. Practice Management Software (PMS) Expertise • Utilize advanced skills in PMS (e.g., Curve, Archy, Care Stack, Dentrix, Eaglesoft, Open Dental) to manage scheduling, patient records, billing, and reporting. • Ensure all staff are trained and proficient in using the PMS system to maximize efficiency and productivity. • Leverage PMS data to optimize patient scheduling, track production goals, and reduce cancellations and no-shows. • Audit charts to ensure the ledgers are correct, and all the necessary chartings and notes are done correctly. 5. Proactive Communication • Proactively communicate with the practice owner and team members about what is working and what is not, offering solutions without needing to be prompted. • Facilitate cross-departmental communication to ensure smooth patient flow, efficient scheduling, and excellent patient care. • Regularly meet with the practice owner to discuss office performance, challenges, and opportunities for improvement. 6. Standard Operating Procedures (SOPs) • Develop, implement, and maintain SOPs for every department, including front office, hygiene, clinical, and billing, ensuring that all operations are standardized and efficient. • Regularly review and update SOPs to reflect changes in best practices, technology, or industry standards. • Train staff on the implementation and adherence to SOPs, ensuring consistency and compliance across all office functions. 7. Patient Experience & Retention • Oversee patient experience initiatives, ensuring high levels of satisfaction and retention through effective communication, scheduling, and follow-up systems. • Manage patient complaints and concerns with empathy and professionalism, resolving issues in a way that maintains trust and loyalty. • Collaborate with the marketing team to develop strategies that increase patient acquisition and retention, ensuring the office maintains a full schedule. 8. Revenue Cycle Management • Oversee billing, collections, and insurance claims processes to ensure accuracy and timeliness, with the goal of maintaining a 97-100% collections rate. • Monitor accounts receivable (AR) to ensure outstanding balances are minimized and followed up on promptly. • Ensure all insurance claims are processed efficiently, reducing denials and improving cash flow. 9. Facility Maintenance and Office Organizations • Coordinate regular maintenance and repair of dental equipment and office facilities. • schedule and supervise external contractors for plumbing, electrical, and HVAC services • Ensure cleanliness and sanitation protocols are consistently followed throughout the facility 10. Growth Strategy • Work closely with the practice owner to identify growth opportunities, including expanding services, increasing patient base, and enhancing revenue streams. • Implement strategic plans to grow the practice’s production from $2 million to $4.5 million over the next several years, with measurable goals and milestones. Skills & Qualifications: • Experience: Minimum of 7-10 years of experience as a Dental Office Manager, with a proven track record of managing a practice producing at least $2 million annually. • HR Expertise: Strong understanding of HR practices, including recruitment, employee relations, benefits management, and labor law compliance. • PMS Expertise: Advanced proficiency in practice management software (PMS) such as Dentrix, Eaglesoft, or Open Dental. • Proactive Communication: Strong communication skills, with a focus on proactively identifying and addressing issues before they escalate. • Leadership & Management: Demonstrated experience leading a team and fostering a collaborative, high-performance culture. • Financial Acumen: Strong numerical skills with the ability to read ledgers, understanding of dental office financials, including budgeting, production tracking, bank reconciliations, and AR management. • SOP Implementation: Extensive experience in creating, maintaining, and enforcing SOPs across all departments. • Growth-Oriented: Ability to lead and manage office growth from $2 million to $4.5 million in annual production. • Problem-Solving: Excellent problem-solving skills with a proactive approach to challenges and a focus on long-term solutions. • Regulatory Compliance: Comprehensive knowledge of HIPAA, OSHA, and other regulatory standards within the dental industry. Salary & Benefits: • Salary Range: $65,000 to $85,000 annually, commensurate with experience and qualifications in the DFW area. • Incentives: Up to 20% of the salary, performance-based bonus for hitting KPIs, based on the profits of the practice • Benefits: Paid time off and Holidays, dental benefits, and professional development opportunities. Key Performance Indicators (KPIs): • Monthly Production & Collections: Ensure production meets or exceeds monthly goals, with collections at 97-100% of production. • Profitability at 20% of the revenue • AR Management: Keep AR over 60 days below industry standards (10% or less of total AR). • Patient Retention Rate: Maintain a 90%+ patient retention rate, ensuring high patient satisfaction. • Operational Efficiency: Ensure all SOPs are followed consistently across departments, leading to seamless office operations. • Staff Performance: Manage and motivate the team to hit individual and department targets.