Job Description

About Us: We are a thriving pediatric dental practice dedicated to providing exceptional care to our young patients and their families. Our friendly and professional team is committed to creating a positive dental experience in a fun and welcoming environment. We are seeking an experienced and highly motivated Office Manager to lead our team, oversee daily operations, and ensure the highest standards of patient care and dental compliance.

Key Responsibilities:

Office Management & Staff Leadership

• Manage daily operations of the dental office, ensuring efficiency in both front and back-office functions.
• Supervise, train, and motivate front and back staff to deliver exceptional patient care.
• Handle human resources functions, including recruitment, onboarding, scheduling, and performance management.
• Foster a positive, team-oriented environment through motivational leadership and regular team-building activities.

Insurance & Financial Coordination

• Oversee insurance claims processing, including verification, submission, and follow-up to ensure timely payments.
• Address insurance-related patient inquiries and resolve discrepancies efficiently.
• Collaborate with the financial team to manage patient billing and collections.

Patient Care & Experience

• Maintain excellent patient relations by addressing and resolving patient concerns and complaints with professionalism and empathy.
• Ensure the front office provides outstanding customer service and a welcoming environment for patients and families.
• Oversee appointment scheduling, patient flow, and recall systems to maximize productivity and minimize wait times.

Compliance & Quality Assurance

• Ensure the dental practice remains compliant with all local, state, and federal regulations, including OSHA and HIPAA requirements.
• Maintain accurate patient records and documentation in accordance with dental compliance standards.
• Conduct regular compliance audits and implement corrective actions as needed.

Technology & Software Management

• Utilize Dentrix software for scheduling, billing, insurance processing, and patient records management.
• Troubleshoot basic IT issues and coordinate with external support when necessary.
• Identify opportunities to improve workflow and efficiency through technology solutions.

Qualifications:

• Proven experience as an office manager in a dental practice, preferably pediatric.
• Proficiency in Dentrix dental software is required .
• Strong knowledge of dental insurance processes and compliance regulations.
• Excellent leadership and team management skills with a motivational approach.
• Exceptional interpersonal and communication skills, both written and verbal.
• Ability to handle sensitive patient issues with professionalism, discretion, and compassion.
• Strong organizational and time-management abilities with attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general computer systems.
• Knowledge of HR best practices, including labor laws and employee relations.

Preferred Qualifications:

• Bachelor’s degree in Healthcare Administration, Business Management, or a related field.
• Certified Dental Practice Management Professional (CDPMP) certification is a plus.
• Bilingual abilities are a plus (e.g., Spanish).

Oregon-Specific Requirements:

• Knowledge of Oregon Dental Practice Act: Familiarity with the Oregon Dental Practice Act, which outlines the laws and administrative rules governing the practice of dentistry in the state.
• Infection Control Compliance: Ensure adherence to Oregon Administrative Rules (OAR 818-012-0040) regarding infection control guidelines, including the mandatory use of disposable gloves during patient treatment and proper handling of contaminated instruments.
• Licensure Verification: Verify that all dental professionals in the practice hold valid licenses issued by the Oregon Board of Dentistry, as required by state law.
• Continuing Education Oversight: Monitor and ensure that all licensed dental professionals meet the continuing education requirements set forth by the Oregon Board of Dentistry to maintain active licensure.

What We Offer:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off and holidays.
• 401(k) retirement plan.
• Continuing education and professional development opportunities.
• A supportive and family-friendly work environment.

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