Practice Manager/Dental Office Manager - Indy

Practice Manager/Dental Office Manager

• Indy Urgent DSO LLC Indianapolis, IN Job Details Full-time $22
• $28 an hour 1 day ago Qualifications Medical claims processing Achieving HIPAA compliance Maintaining patient confidentiality HIPAA Dental office experience Office management

Full Job Description Job Description:

This leadership position is responsible for the overall financial success of the practice with a strong emphasis on patient relations and treatment plans, doctor relations, and administration. The Office Manager possesses knowledge of clinical operations, people motivation, training and public relations skills with combined leadership in patient service, safety and practice growth. This position has direct responsibility for the daily operations of the office and will report to the Practice Administrator.

Primary Duties:

Understand and support the company vision and mission. Ensure the financial success of the practice by understanding and monitoring daily, weekly and monthly production. Review Schedule on prior day to determine areas of opportunity and success (building the schedule is of utmost importance). Inform team of scheduled patients and upcoming procedures for the day. Ensure efficient patient flow. Manage recall and reactivation systems (Recall list, Unscheduled list, Benefits remaining list etc.). Perform Chart Audits daily. Supervise and engage staff in matters of professionalism. Keep staff apprised of production numbers throughout the day and distance to goal. Manage Scheduling issues, including, but not limited to, shift changes and call-offs. Maximize treatment plan acceptance by patients. The Office Manager will be the primary staff person reviewing financial arrangements with patients to assist them in determining how to get the necessary dental care. Promote treatment plans and encourage patients to begin treatment and return for next steps/additional treatment needed. Handle patient grievances accordingly and inform the Practice Administrator of the situation. Address instances of staff misconduct. Document and report all instances to Practice Administrator. Ensure goals and objectives are met and clearly communicated with the staff. Deliver exceptional customer service to patients and serve as an example for the staff to follow. Lead safety efforts, as a partner in the risk management process: provide guidance to staff to ensure compliance to safety protocol for employees and patients. Immediately file any injury reports and send all paperwork to Practice Administrator. Actively participate in interoffice team communication. Lead and contribute to daily huddles and monthly team meetings. Work closely with your Dentists and clinical associates to ensure they have the support they need. Train new employees on how your office works. Support and contribute to office goals. Celebrate success with your team. Contribute to team spirit and company pride. Take ownership in your practice and team. Learn other areas of responsibility where appropriate and take on additional responsibility when appropriate. Maintain a working knowledge of industry trends, technology and equipment. Troubleshoot equipment and machinery issues with vendors. Track lab cases and ensure timely delivery for patient appointments. Ensure all equipment and work areas are clean and ready for use the next day before day's end. Ensure staff timecards are correct at the end of each pay period and send all info including marketing list to Practice Administrator. Work together with the Training Manager to ensure consistency in standards practices, systems, and protocols. Send office supply needs (any supply that is not clinical) to Practice Administrator weekly. Create an employee schedule for the month. Have schedule completed by the 10th of each month and finalized by the 15th of the month. Utilize Equipment Maintenance Log appropriately. Maintain interior and exterior cleanliness and proper operating condition. Send all Maintenance issues promptly.

Additional Functions:

Stand and welcome every incoming patient with a smile and greeting. Ensure Business Assistant is doing this as well. Every guest/patient should be acknowledged immediately upon entering our practice. Follow "scripting" and "overcoming obstacles" to ensure all patients are being scheduled properly and every opportunity is being made to schedule patients back for recall visits, keep them for same day treatment and keep them on the schedule. Educate patients at every opportunity and ensure staff is thoroughly discussing treatment. Clinical staff should be trained on patient service, treatment plan explanation, and clinical options. Focus conversations in the office on the patient ensure they remain top priority for the staff and practice. Make sure staff and Doctors are introducing themselves to the patient. Ensure patients are our top priority and all make sure all their questions are answered through open dialog with all staff. Verify patient insurance eligibility and benefits. Determine full and accurate breakdown of patient's insurance benefits in order to create an accurate treatment plan estimate. Ensure business assistant is updating insurance information on all patients. Review and submit insurance claims daily (create NEA's as you go). Timely submit and track all pre-authorizations. Ensure patient payments are posted immediately and accurately and that cash management procedures are followed. Ask for patient referrals and google reviews. Ensure TVs are set to appropriate "family friendly" programming in reception area and treatment rooms. Ensure business assistant is confirming all patients 2 days in advance and the next day unconfirmed appointments are being called a minimum of two times to try and get confirmation (once in the morning, once in the evening after 5pm). Determine and meet the needs of each incoming call. Make sure your attention is focused on the patient first. If patient is on hold more than 1 minute, pick up the phone and assure the caller we are in process of taking care of their need. Ensure appointments are fully documented in the schedule, including patient's name, best contact phone number and additional phone number if applicable, address, insurance information, referral source and procedures to be performed (New Patients also need a note as to their main reason for their visit). Call or ensure business assistant calls "No Show" appointments within 5 minutes after they are scheduled to ensure arrival time or to reschedule (try to fill a later slot in the day prior to rescheduling to another day). Collect and ensure the business assistant is collecting amounts due at each visit. Also pay attention and collect previous balances as patients come back for recall visits. Balance the schedule with walk-in patients and scheduled appointments, ensure there is enough time for treatment and encourage patient appointments over walk-ins. Ensure the reception area stays clean and inviting throughout the day. Check it every couple of hours. Check email several times throughout the day. Maintain a clean inviting and uncluttered work environment. Maintain responsibility for the accuracy of patients' electronic records. Attention must be paid to Patient Confidentiality as well as limiting exposure risk associated with improper record keeping. Dress according to company standards and ensure all staff meet dress code standards. Depending on the needs of the company, may be required to switch locations during shifts.

Minimum Requirements:

Associate Degree or equivalent work-related experience. 2-5 years of experience in a dental office with experience in insurance verification/billing and patient customer service. Proven leadership ability and consistent work-related accomplishments. Ability to work in a fast-paced environment while maintaining patient care focus and positive attitude at-all-times. Strong oral and written communication skills. Strict adherence to policies and regulations relating to OSHA, CDC and HIPAA. Previous Dental Office Manager experience using computers (Word, Excel, and Dental Scheduling/Billing software). Must be able to work flexible and varied hours (evening and weekend hours may be required as dictated by the needs of the business. Committed to Excellence At our practice, we are dedicated to fulfilling our mission of providing Access to Dental Care, everywhere . We understand that dental emergencies and oral health concerns can arise at any time, and we are committed to delivering immediate, high-quality care when our patients need it most. In addition to dental services, we also offer comprehensive family dentistry, ensuring patients of all ages receive exceptional care in a welcoming and compassionate environment. Our core values guide every aspect of our work: Do What is Right

• We uphold the highest standards of integrity and patient-centered care. Grow with Purpose
• We are committed to continuous learning, innovation, and professional development. Express Gratitude
• We foster a culture of appreciation, respect, and kindness. Make It Happen
• We take initiative, solve problems, and strive for excellence in everything we do.

We are dedicated to fostering growth and continuous improvement, not only in patient care but also in the development and well-being of our employees. We believe exceptional patient care begins with a well-supported team. That is why we empower our employees with the knowledge, skills, and resources they need to succeed and thrive professionally.

We support our team through:

Competitive remuneration packages Exceptional benefits that promote work-life balance Quarterly bonuses aligned with KPI achievements Ongoing recognition and appreciation for outstanding performance As we move forward, we remain steadfast in our commitment to delivering top-tier dental care while cultivating a positive and supportive workplace. Together, we are building a strong, dynamic practice that benefits both our patients and our team.