Job details

Dental Office Manager

Petaluma Health Center's mission is to provide high quality health care with access for all in Southern Sonoma County & West Marin. We pride ourselves on our Patient-Centered care while maintaining an engaging environment for our staff. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

FULL TIME EMPLOYEE BENEFITS:

21 Days of Paid Time Off
10 Observed Holidays
Medical Insurance (Entire deductible paid by us!)
30 Chiropractor and Acupuncture visits per year included with enrollment in our health insurance plans (Kaiser and WHA)
Dental Insurance
Vision Insurance
Gym Membership Discounts at Active Wellness Center and 24-Hour Fitness!
401K Matching after 1 year of employment
Flexible Spending Account, Dependent Care FSA
Life Insurance (included at no cost to the employee)
Long Term Disability (included at no cost to the employee)
Employee Assistance Program (included at no cost to the employee)

Summary: The Dental Office Manager is responsible for managing the day-to-day operations of the practice. The Manager represents the clinic in a professional manner to the public and within the organization, and with individuals at all levels of authority. The Manager also facilitates the collection of revenue for dental services rendered through Petaluma Health Center and acts promptly, identifies problems, solutions and opportunities for improvement and to prevent future issues.

Areas of Responsibility: Responsible for performing these duties either directly or through direct reports. In either case, the Office Manager needs to be competent in all these functions and should perform them if the direct reports are absent.

General Administrative

Works with Dental Program Director to develop, implement and update the practice’s policies and procedures
Maintains up to date the office manuals, binders and other necessary documentation
Keeps Dental Program Director informed regarding personnel issues, front and/or back office activities/actions, and recommends solutions
Assigns duties and shifts to employees to ensure appropriate clinic coverage
Provides on-site guidance and interpretation of established office procedures and protocols
Organizes and participates in regular meetings and trainings. Keeps minutes.
Participates in internal and external meetings as delegated by the Dental Program Director; Is responsible for bringing back promptly to the department necessary information, needed actions and follow up. Responsible of implementing these actions
Runs and interprets regular department reports and audits to evaluate Clinic operations; Tracks data against department goals
Runs month end and year-end report
Keeps practice data updated
Conducts other reports and audits as requested by Dental Program Director
Maintains the QI and RM dashboards; Participates actively in the QI and RM programs
Manages the referrals system
Manages medical- dental- OB – behavioral health integration programs and data collection
Manages patient referrals and the recall system
Makes sure that PCCs follow up on tasks in a timely manner
Delegates duties to PCCs and tracks performance
Delegates duties to RDA IIs such as supplies ordering, maintenance, trainings, and audits
Manages the phone system: Collects call flow and system data, provides staff feedback and training, monitors and tests the system regularly
Conducts daily team huddles and regular meetings
Creates perfect day scheduling templates to assist PCCs with scheduling
Creates phone scrips and work flows for staff
Monitors the schedule continuously for efficiency, accuracy and maintenance of clinic goals
Role model for greeting patients and driving a positive patient customer service experience
Addresses patient complaints and files incident reports; Escalates/triages issues through appropriate channels as needed.
Has extensive knowledge of the electronic dental record; Manages system entry and workflows
Serves as resource for staff: rolls out new information, answers questions, and handles challenging patients and situations
Monitors staff to ensure office protocols are followed at each patient encounter as well as pre and post encounter
Trains PCCs on phone answering etiquette and provides them with scripts and protocols for answering and making calls
Communicates and trains staff based on extensive knowledge of scheduling protocols, programs/insurance & access/eligibility guidelines & applications (including Medi-Cal, Presumptive Eligibility, and Sliding Scale).
Makes sure that the no show and confirmation policy are followed by staff
Runs daily Appointment Book reports and keeps the no show rate within goal
Manages the practice’s new patient appointment system and the practice’s emergency appointment system
Responsible of the selection and ordering of office supplies
Manages dental equipment maintenance and repairs procedures and appointments
Manages the inventory, selection and ordering of supplies
Trains and motivates team members to ensure consistent and maximum productivity, safety and quality of care
Manages lab cases and protocols; Communicates with labs. Approves invoices. Helps with the selection of labs
Assists with the implementation of other programs as delegated by the Dental Program Director
Maintains an appropriate office environment
Ensures all compliance postings are current
Perform other tasks as assigned by the Dental Program Director

Billing and Finance

Oversees the financial aspects of the business and keeps operations in line with the budget
Assist with the budget process
Keeps operational costs at or below budget
Works with the PCCs to maintain and balance petty cash supply
Stays current on Dental Coding, insurance coverage, documentation, and coverage frequency for different insurance plans. Updates and trains staff
Generates daily reports and checks for accuracy of data entry. Submits reports daily to Dental Program Director for review

Human Resources

Maintains accurate and complete staff personnel records
Interviews support staff job applicants and makes recommendations to the Dental Program Director; Schedules and collects supporting information for working interviews as needed
Approves timecards and time off for direct reports. Familiar with alternative work week schedules and provisions. Uses appropriate forms for accurate record keeping. Runs attendance reports. Makes sure the clinic is appropriately staffed at all times by planning coverage in advance and creating staff work schedules tables
Conducts quarterly and annual employee reviews based on job functions and established productivity and quality standards
Resolves any disciplinary issues and conducts terminations if necessary as directed by the Dental Program Director
Ensures adherence to all laws and regulations regarding employment, affirmative action, and safety
Designs and performs department audits and performs staff competencies evaluations
Orients new employees through Dental Clinic Orientation

Education/Experience:

Bachelor's degree from four-year College or university; or two years related experience and/or training; or equivalent combination of education and experience.
Dental office experience needed

Licenses and Certifications:

Current CPR Certification

Language Skills: Ability to read and write English and Spanish effectively preferred.

Petaluma Health Center Glassdoor Company Review

3.8

Petaluma Health Center DE&I Review

4.0

CEO of Petaluma Health Center

Pedro Toledo

Approve of CEO

Average salary estimate

$75000 / YEARLY (est.)

min

max

$65000K

$85000K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Dental Office Manager, Petaluma Health Center

If you're looking to make a real difference in a vibrant community, consider the position of Dental Office Manager at Petaluma Health Center. In this dynamic role, you'll be at the helm of the dental practice, ensuring smooth day-to-day operations while embodying the center's commitment to patient-centered care. Your role involves collaborating with the Dental Program Director to implement effective policies and procedures, managing office administration, and overseeing a fantastic team of dental professionals. You will lead the charge in maintaining efficient clinic operations, from managing the referral system to monitoring the financial aspects of the business. This is not just a job—it's a chance to facilitate a positive patient experience while fostering an engaging and productive environment for your team. The position offers an array of employee benefits, including generous paid time off, comprehensive medical and dental insurance, gym membership discounts, and much more! If you have a knack for leadership, excellent organizational skills, and a passion for community health care, this could be your perfect fit. Join us in our mission to provide high-quality health care for everyone in Southern Sonoma County and West Marin—let's make a positive impact together!

Frequently Asked Questions (FAQs) for Dental Office Manager Role at Petaluma Health Center

What does a Dental Office Manager at Petaluma Health Center do?

As a Dental Office Manager at Petaluma Health Center, you would be responsible for the overall operations of the dental practice. Your duties include managing staff schedules, ensuring efficient clinic processes, overseeing patient referrals, and facilitating daily operations to promote a patient-centered environment.