Office Manager

MUST HAVE ORTHODOTNIC MANAGEMENT EXPERIENCE

We are Imagine Orthodontic Studio! Our vision is our people-first culture dedicated to providing exceptional care to everyone who walks in our doors. We have a team of passionate and caring people dedicated to providing fun and encouraging relationships with each other and our patients. Imagine Orthodontic Studio offers every team member the opportunity to be a part of something so much bigger. We focus on the importance of the team and recognize that each person has something great to offer. We recognize talents and strengths and love watching people grow into successful careers, in our organization and beyond.

We are looking for a full time Orthodontic Office Manager / Leader. If you are looking for an opportunity to be a part of a growing company and a chance to do something bigger, then we are looking for you!

Role: Orthodontic Office Manager / Leader

Responsibilities

• · Lead by example and coach team to provide exceptional patient experiences
• · Lead morning huddles with Orthodontist, office, financial, and clinical teams
• · Determine and mange staff schedules and ensure operational standards are met for Orthodontist and in-office staff
• · Organize patient appointments and direct the team with clear direction
• · Communicate any special notes on the appointments in morning huddles
• · Manage patient scheduling and optimize patient flow by directing the Orthodontist and providing supervision of all in-office staff
• · Provide clinical support by taking patients when the clinic is running behind, and be responsible for the continual improvement of the team’s clinical skills
• · Keep clinical team accountable for duties - at times, with the help of the Orthodontist
• · Ensure and maintain proper entry of new and existing patient data and appointment notes according to compliance regulations and company policies
• · Ensure proper collection of payments and follow-ups on outstanding balances
• · Oversee the processing of orthodontic claims, payment schedules with patients, and coordination with dental insurance companies
• · Assist in the interviewing, on-boarding, and training of new hires, with responsibility of in-office training - ensuring that the training calendar is properly being followed
• · Provide additional training and development to team members when necessary
• · Keep clinic and other areas properly stocked, maintain inventory records, and inform Procurement Manager when supplies are running low
• · Respond efficiently to patient and doctor needs and inquiries, handling all patient / parent escalations and addressing concerns
• · Resolve patient and staff issues in accordance with company policies and procedures
• · Work directly with Orthodontist and Regional Leader / Manager to develop solutions for in-office issues, organizing content for trainings and team bonding events
• · Manage employee relations and implement procedures and policies for smooth operations and staffing
• · Direct and check off all duties, including but not limited to, opening and closing checklists and spot checking assigned or delegated duties
• · Complete administrative functions including bank deposits, revenue posting, staff payroll, and invoice processing
• · Provide ongoing feedback, training, and annual performance reviews
• · Run and analyze management and daily statistics reports
• · Manage specialist referral relationships and continual engagement
• · Identify and support marketing, promotion, and public relations initiatives
• · Communicate when there is equipment failure or general safety concerns
• · Take responsibility for the appearance and functionality of the office
• · Maintain facilities and equipment in accordance with hygiene and safety regulations
• · Other general administrative, clinical, and office duties as directed

Requirements / Qualifications

• High School Diploma or equivalent (required)
• · 2 years of Orthodontic or Dental office manager / leader experience (required)
• Bilingual in Spanish required
• · Strong leadership, communication, and motivation skills with ability to supervise others
• · Great leader with ability to foster organizational and office team spirit / engagement
• Career minded, mature, organized, dedicated, loyal, and dependable
• Working knowledge of Microsoft Word; knowledge of Microsoft Excel
• Great customer service and excellent communicator with outstanding written and communication skills with professional and courteous etiquette
• Good interpersonal skills to develop an effective relationship with patients, parents, doctors, staff members and community
• · Strong ability to covert inquiries and prospective patients into treatment
• · Persuasion skills to guide patients and parents and to instill confidence with regards to the orthodontist(s) abilities and results of treatment
• High energy with engaging personality
• Proactive mindset, attention to detail, highly organized, and willingness to support the office team
• Support office community and sponsorship events outside of office
• Reliable form of transportation
• · Willingness to learn, adapt, and be a team player
• Desire to make the day fun for team members and patients alike!

What We Offer

• · Competitive pay ranging from $55,000 - $60,000 annual salary
• · Additional annual performance-based financial bonus
• Medical, dental, vision, and life insurance
• 401(k) and 401(k) Matching
• Financial literacy resources and support
• Paid Holidays
• Paid Vacation (PTO) and Wellness time
• Discounts on treatment for yourself and family members
• Local office and company-wide social events and team building activities
• · Fun, engaging, and collaborative team atmosphere

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $55,000 - $60,000