Office Manager

JOB TITLE

Practice Manager

EMPLOYER

Bain Dental Group

DEPARTMENT

Front Office

REPORTS TO

Operations Manager

EFFECTIVE DATE

6/1/2021

SUMMARY:

This position is responsible for managing and coordinating the operations and activities of the staff to achieve customer satisfaction, quality service, and compliance with established procedures/policies.

DUTIES AND RESPONSIBILITIES

Conducts morning huddles. Completes morning huddle prep sheet. Assign duties on the huddle prep sheet to different team members. Recognizes same day treatment opportunities. Knows where we are for that day: Patient balances due. Production. Recognizes possible bottle necks and ways to avoid them. Provides same day treatment opportunities. Charts audit the day before (midmorning).

Tracks:

Production and Collects. Reappointment rate Over sees Recall. Case acceptance. New Patient and referrals. Broken appointments. Patient Review after appointments. Hygiene Production. Schedules to meet office goals. Conducts staff evaluation. Monitors and corrects openings in hygiene schedule. Monitors broken appointments. Reports to operations manager daily. Check's lab cases at least three days before patient appointments. Over sees route slips are being properly utilized. Fills in as needed for front office absences. Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES

Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS

Associate degree (AA) or equivalent from a two-year college or technical school, or six months to one-year related experience / training Computer skills required: Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook) Other skills required: Proven leadership and business acumen skills. Demonstrated proficiency in supervising and motivating subordinates. Basic competence in subordinates' duties and tasks. Good judgement with the ability to make timely and sound decisions. Must be able to speak, read, write, and understand the primary language(s) used in the workplace. Commitment to excellence and high standards. Excellent written and oral communication skills. Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm. Acute attention to detail. Strong organizational, problem-solving, and analytical skills

COMPETENCIES

Adaptability

• Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Customer Service
• Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Delegation
• Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results. Diversity
• Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce. Ethics
• Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Interpersonal Skills
• Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Judgement
• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Leadership
• Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others. Managing People
• Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.

; Continually works to improve supervisory skills. Oral Communication

• Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Problem Solving
• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Professionalism
• Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Written Communication
• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.