Dental Office Manager

Dental Office Manager Moe Smiles | Luxury Dental Aesthetics Houston, TX Job Details Full-time 7 hours ago Qualifications Teamwork Interpersonal skills Medical scheduling Attention to detail Organizational skills Full Job Description Overview Moe Smiles | Luxury Dental Aesthetics is seeking a highly organized, polished, driven, and leadership oriented Dental Office Manager to oversee the daily operations and patient experience of our luxury cosmetic dental practice. This is not a traditional front desk position. We are looking for a true operator who can lead a team, maintain high standards, optimize schedules and production, oversee patient experience, and ensure the practice runs efficiently at all times. The ideal candidate thrives in fast paced, high performance environments, communicates confidently, holds teams accountable, and understands the importance of hospitality, presentation, organization, and execution within a luxury brand. This role plays a major part in the continued growth and operational success of Moe Smiles. Responsibilities

• Office Operations & Leadership
• Manage all day to day front office operations
• Open and close the office according to operational protocols
• Turn on and oversee all office systems and equipment daily
• Manage office ambiance including music, scent, lighting, and overall presentation standards
• Ensure refreshment and patient lounge areas remain fully stocked and presentable
• Conduct sterilization and operational readiness checks daily
• Oversee end of day shutdown procedures and security/alarm protocols
• Complete daily production reconciliation and collections balancing
• Maintain OSHA, HIPAA, and office compliance standards
• Coordinate supply ordering, inventory management, and equipment maintenance Team Accountability & Operational Leadership
• Hold all team members accountable to office systems, protocols, and performance expectations
• Supervise daily staff productivity and ensure responsibilities are completed efficiently and consistently
• Maintain structure, urgency, professionalism, and operational flow throughout the office
• Monitor punctuality, presentation, communication standards, and overall team performance
• Provide ongoing coaching, direction, and performance feedback to staff members
• Address workflow inefficiencies, operational issues, and staff concerns proactively
• Ensure front office and clinical teams are aligned and executing at a high level daily
• Reinforce a culture of accountability, teamwork, hospitality, and excellence
• Ensure all patient follow ups, schedule management tasks, treatment coordination, and administrative responsibilities are completed properly and on time
• Help drive office growth through leadership, organization, and operational execution Luxury Patient Experience
• Deliver an elevated, hospitality driven patient experience from arrival to departure
• Coordinate new patient intake and consultation flow
• Handle VIP and high profile patient coordination with professionalism and discretion
• Maintain luxury level check in and check out standards
• Oversee beverage service and hospitality presentation
• Ensure follow up communication is completed promptly and professionally
• Handle late arrivals, cancellations, no shows, and patient concerns effectively
• Coordinate scheduling and logistics for out of town patients
• Maintain patient privacy and discretion standards at all times Scheduling & Production Management
• Optimize the daily schedule for efficiency and production goals
• Manage veneer consult scheduling and treatment scheduling hierarchy
• Maintain full schedules and minimize open chair time
• Handle emergency patient triage and scheduling adjustments
• Oversee same day treatment conversion workflows
• Manage reactivation systems and unscheduled treatment follow ups
• Track treatment acceptance and financing follow ups
• Monitor production goals, KPIs, and schedule performance
• Coordinate cancellation recovery and last minute fill ins
• Manage lead tracking and consultation pipeline systems
• Conduct daily morning schedule reviews and monthly production forecasting
• Prioritize high value and VIP patient scheduling
• Implement systems focused on preventing empty chair time Financial Coordination
• Present treatment plans and financial arrangements confidently
• Coordinate deposits, financing, payment schedules, and collections
• Verify insurance benefits and oversee insurance processing workflows
• Assist with chargeback prevention and financial documentation
• Maintain accuracy in patient accounts and financial reporting
• Oversee end of day collections balancing and financial reconciliation Treatment Coordination
• Coordinate veneer cases and cosmetic treatment workflows
• Manage lab communication and case tracking
• Ensure proper photo, scan, and documentation protocols are followed
• Coordinate seat preparation and operatory readiness
• Oversee temporary delivery and final insert scheduling
• Maintain warranty and recall compliance system Marketing & Brand Execution
• Assist in managing practice social media and content workflow
• Coordinate daily Instagram story and content capture requirements
• Organize before and after photos/videos and patient media workflows
• Ensure all patient consent forms are completed properly
• Manage review request systems and Google review follow up
• Maintain timely lead response standards across Instagram, Google, text, and phone inquiries
• Coordinate influencer and media related scheduling when needed
• Help maintain social media aesthetic consistency aligned with the Moe Smiles brand Communication Standards
• Answer phones with professionalism, warmth, confidence, and urgency
• Maintain luxury brand communication standards across all patient interactions
• Handle patient escalations calmly and professionally
• Manage missed call callbacks and consultation confirmations promptly
• Ensure strong communication between clinical and administrative teams
• Follow communication scripts and service standards consistently Qualifications
• Minimum 5 years of dental or healthcare office management experience required
• Cosmetic or high end dental practice experience strongly preferred
• Bilingual English and Spanish preferred
• Strong leadership and team management skills
• Exceptional organizational and multitasking abilities
• Excellent verbal and written communication skills
• Experience with dental practice management software and EHR systems
• Strong understanding of insurance verification, billing, scheduling, and treatment coordination
• Ability to manage high patient volume while maintaining attention to detail
• Social media, hospitality, or luxury service experience is a plus
• Ability to maintain professionalism and composure in fast paced environments Ideal Candidate Traits
• Highly organized and proactive
• Strong sense of urgency and follow through
• Hospitality minded with luxury service awareness
• Calm under pressure
• Solutions oriented
• Strong communicator and team leader
• Understands aesthetics, branding, and presentation
• Takes ownership and initiative without needing constant oversight
• Holds themselves and others to high standards
• Naturally leadership driven and accountability focused Compensation & Growth
• Competitive salary based on experience
• Performance based bonus opportunities
• Growth opportunities within a rapidly expanding luxury cosmetic brand
• Opportunity to work closely with a high level cosmetic dentistry and media driven practice If you are passionate about leadership, luxury patient care, organization, accountability, and growth, we would love to hear from you.

Job Type:

Full-time Work Location:

In person