Office Manager Position Available In Broward, Florida

Office Manager Regency Square Dental – 2.8 Davie, FL Job Details Full-time $70,000 – $80,000 a year 1 day ago Benefits Health insurance Dental insurance 401(k) Paid time off Qualifications Bilingual Spanish Business Management Pricing Management Insurance verification OSHA Customer service Healthcare Administration HIPAA English Mid-level Medical scheduling High school diploma or GED Dental terminology Bachelor’s degree Team management Eaglesoft Accounting Patient care QuickBooks Front desk Dental office experience Patient interaction Budgeting Office management Associate’s degree Leadership Communication skills Time management

Full Job Description About Regency Square Dental:

Regency Square Dental has been proudly serving Davie and surrounding areas for over 20 years. Our dedicated dentists have over 40 years of combined experience, providing quality dental care to all of their patients. We treat our patients like family, ensuring they are comfortable and relaxed while helping them maintain optimal oral health.

Job Summary:

The Dental Office Manager/Director plays a critical role in ensuring the efficient operation of our busy dental practice. This position combines leadership, exceptional customer service, and a deep understanding of office management procedures to enhance patient satisfaction and support the dental team in delivering high-quality care. The office serves multiple providers and operates with a team of 32+ employees. The ideal candidate will be bilingual and experienced in managing larger teams in a dynamic, multi-provider setting. What we

Offer:

Competitive compensation package: $70K-$80K annual base salary + bonus incentive opportunity PTO Sick time In house dental Medical insurance 401

K Key Responsibilities:

Oversee daily administrative functions, including scheduling, patient flow, and office operations through Patient Experience Manager. Manage staff schedules to ensure proper coverage and efficiency through Patient Experience Manager. Supervise and support front desk, administrative staff, and dental assistants through key manager in those departments. Handle patient relations by addressing inquiries, concerns, and ensuring a positive experience through Patient Experience Manager. Partner in escalated patient interactions. Conduct daily huddles and team meetings to ensure effective communication. Ensure compliance with dental regulations, HIPAA, OSHA, and insurance requirements through Financial Manager. Manage billing, insurance claims processing, and accounts receivable/payable through Financial Manager. Maintain accurate patient records, appointment schedules, and recall systems through Patient Experience Manager. Coordinate with dental suppliers to manage inventory with designated lead assistants. Assist in marketing efforts to attract and retain patients with Patient Experience Manager and partnership with CMO. Collaborate with the dental team to optimize workflows and improve productivity. Prepare reports on office performance, revenue, and efficiency with Financial Manager. Oversee HR functions, including hiring, onboarding, training, timecard management, and performance evaluations in partnership with key team members (PEM and FM).

Key Areas of Focus:

Scheduling & Appointment Management Optimize the schedule to minimize gaps, balancing patient needs with provider availability. Implement automated appointment reminders to reduce no-shows. Manage cancellations, overbooking, and ensure space for emergencies. Patient Flow Ensure smooth check-ins and patient form completion to minimize waiting times. Prepare treatment areas and ensure dental assistants are ready for the next patient. Oversee the checkout process to ensure efficient billing and insurance handling. Maintain a calm and organized waiting area by managing delays and patient expectations. Staff Management & Office Efficiency Develop and adjust staff schedules to ensure optimal coverage this is in alignment with what is on the production schedule. Provide ongoing training and development to keep the team up-to-date on procedures and customer service best practices. Regularly assess patient feedback and look for areas to improve the patient experience. Implement and maintain efficient practice management software for scheduling, billing, and record-keeping. Inventory & Supplies Monitor and manage inventory of dental and office supplies to avoid shortages. Establish strong relationships with suppliers to ensure timely ordering and delivery. Communication & Collaboration Foster clear communication between clinical and front office teams. Ensure seamless transitions between the front desk and treatment areas for improved patient care. Organize regular check-ins with team leads to align on daily priorities and challenges. Provides communication and direct feedback to team members as performance concerns escalate in partnership with department lead. Overseeing the Dental Assistant Team Provide supervision and support to dental assistants, ensuring adherence to protocols and techniques. Address workflow challenges in real-time, providing immediate assistance and suggestions. Foster collaboration between dental assistants and other team members to ensure efficient patient care. Oversee dental assistant performance, including skill development, adherence to protocols, and workflow efficiency. Complete quarterly and annual performance assessments for dental assistants to ensure ongoing development and address any areas for improvement. Overseeing the Front Desk Team Supervise front desk operations, ensuring that patient interactions are positive, efficient, and professional. Monitor front desk team performance, ensuring accurate scheduling, patient check-in, and billing procedures. Foster a customer-focused culture at the front desk by providing guidance on communication, problem-solving, and handling difficult situations. Complete quarterly and annual performance assessments for front desk team members to identify strengths, areas for development, and training needs. Overseeing Treatment Coordinators Supervise the Treatment Coordinator team to ensure that consultations are conducted efficiently and in alignment with office guidelines and protocols. Monitor and evaluate Key Performance Indicators (KPIs) related to case acceptance rates, ensuring that the team is meeting or exceeding office goals. Provide ongoing training and feedback to the Treatment Coordinators to improve consult techniques, patient communication, and overall performance. Complete quarterly and annual performance assessments for treatment coordinators to identify strengths, areas for development, and training needs. Ensure the Treatment Coordinators maintain up-to-date knowledge on treatment options, pricing, and financial plans to effectively guide patients through the decision-making process. Visibility & Engagement (“On the Tile”) Maintain a visible presence in clinical and front office areas to monitor operations and provide hands-on support. Build rapport with the team to encourage a positive and motivated work environment. Address any disruptions or patient concerns promptly to ensure smooth operations. Technology Integration Stay up-to-date with the latest dental office technologies and software solutions. Implement and optimize practice management software to improve scheduling, billing, patient communication, and record-keeping. Identify opportunities for automation and digital tools to streamline office processes and improve efficiency Conflict Resolution Address any staff conflicts or disagreements in a timely and professional manner. Act as a mediator when necessary to ensure that conflicts are resolved quickly and do not affect team morale or office operations. Foster a positive work culture by encouraging open communication and mutual respect among team members. Any escalation of conflict will be a conversation with a united response from the leadership team including Doctors, Operations Director, and Department Manager. Financial Oversight Monitor office budgets and expenses, identifying opportunities for cost-saving measures with the Financial Manager. Oversee financial reports and ensure that billing is accurate and timely, with a focus on maximizing collections and minimizing outstanding accounts. Work with the office owner or management team to set and meet financial goals for the practice.

Team Meetings & Daily Huddles:

To ensure alignment and smooth operations, the manager will: Deliver brief daily huddles to review the schedule, patient needs, and office priorities. Deliver regular team meetings to discuss broader goals, performance metrics, and challenges. Promote open communication and problem-solving during meetings. Track key performance metrics that highlight our goals, identify performance behaviors and training needed to achieve these goals. Provide ongoing training and reminders to maintain high standards of patient care.

Qualifications:

Education and Experience:

High school diploma or equivalent required. While an Associate’s or Bachelor’s degree in healthcare administration, business management, or a related field is preferred, relevant work experience in dental office management or a similar setting may be considered in lieu of formal education. Minimum of 3-5 years of experience in office management or a dental office setting, preferably managing larger teams with multiple providers. Experience with Eaglesoft, Practice by Numbers, HR for Health and Quickbooks is highly preferred.

Certifications:

Familiarity with HIPAA and OSHA compliance, including certification in dental OSHA standards.

Technical Skills:

Experience with practice management software such as Eaglesoft, Practice by Numbers, or similar. Familiar with patient scheduling systems, insurance verification, and billing processes.

Knowledge of Dental Practices:

Understanding of dental procedures, terminology, general treatment plans and implant dentistry (AOX) and cosmetic services. Familiarity with insurance claims, billing codes, and payment processing.

Bilingual Requirement:

Must be bilingual (English/Spanish) to communicate effectively with patients and staff, ensuring smooth operations and exceptional patient care for a diverse patient base.

Skills:

Leadership and Team Management:

Proven ability to supervise, motivate, and inspire a team of dental assistants, administrative staff, treatment coordinators, and front office personnel. Strong interpersonal skills with the ability to resolve conflicts, manage a diverse team, and foster collaboration, particularly in a multi-provider environment.

Communication:

Excellent verbal and written communication skills to ensure smooth interaction between patients, team members, and management. Ability to effectively communicate expectations, concerns, and feedback to the team and patients in both English and Spanish.

Problem-Solving and Decision-Making:

Strong critical thinking skills to address challenges in office operations, patient flow, staffing, and customer service in a timely and efficient manner. Ability to adapt to changing situations and make decisions that benefit both the team and patients.

Customer Service:

Strong focus on patient satisfaction, creating a welcoming and positive environment for patients. Ability to handle patient complaints and concerns calmly and professionally, resolving issues in a way that promotes patient retention.

Organizational and Time Management:

Exceptional organizational skills with the ability to prioritize tasks effectively and manage a fast-paced office environment. Ability to manage multiple responsibilities, including staff supervision, billing, and office operations, without sacrificing attention to detail.

Financial Management:

Understanding of budgeting, billing, and accounting principles as they pertain to dental office management. Ability to track office performance metrics, oversee billing processes, and ensure collections are timely and accurate.

Additional Desired Traits:

Attention to

Detail:

Ability to maintain accurate records and ensure all processes and documents are compliant with legal and regulatory requirements.

Tech-Savvy:

Comfortable learning and implementing new technologies to streamline office operations and improve overall efficiency, particularly with Eaglesoft and Practice by Numbers.

Adaptability:

Ability to work in a fast-changing environment and adjust quickly to evolving office needs and patient demands.

Professionalism:

Maintain a professional demeanor at all times, both in front of patients and with the team.

Continuous Learning:

Openness to attending workshops, conferences, and training sessions to stay up-to-date on dental industry trends, software tools, and leadership best practices.

Working Conditions:

Full-time position with regular working hours; may require occasional evening or weekend hours depending on the practice’s schedule. Opportunity to collaborate with a dynamic team in a fast-paced, patient-centered environment serving a multi-provider practice with 32+ employees. We are an equal opportunity employer