Petaluma Health Center · 2 months ago
Dental Office Manager
Point Reyes Station, CA
Full-time
Onsite
Mid, Senior LevelPetaluma Health Center is dedicated to providing high quality health care accessible to all in Southern Sonoma County & West Marin. The Dental Office Manager is responsible for overseeing the daily operations of the dental practice, managing staff, ensuring compliance, and facilitating revenue collection for services rendered.
DentalHealth CareMedical
Responsibilities
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
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
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
Qualification
Required
Current CPR Certification
Ability to read and write English effectively
Preferred
Ability to read and write Spanish effectively
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)
Company
Petaluma Health Center
Petaluma Health Center provides patient-centered medical, dental and specialty healthcare services for the communities.
Founded in 1994
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$0.02MKey Investors
Healthy Petaluma
2024-02-13Grant· $0.02M
Leadership Team
Pedro Toledo
Chief Executive Officer
Recent News
The North Bay Business Journal
2024-05-24
The North Bay Business Journal
2024-03-13
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