Job Description

Job Description

Job Description

Salary: $80k - $120k/year

We are seeking a highly skilled and strategic Operations Manager to oversee operations of our dental practice. This pivotal role requires an individual with exceptional leadership capabilities and organizational acumen to ensure the seamless functioning of clinical and administrative processes, while fostering a positive and collaborative work environment. The successful candidate will be responsible for effectively managing all aspects of the practice, including appointment scheduling, staff management, and supply chain oversight at both sites. Additionally, there will be a strong emphasis on the development and execution of strategic marketing initiatives and community outreach efforts to enhance patient experience and expand our practices reach.

The ideal candidate will demonstrate superior communication and problem-solving skills, with a proven ability to lead and inspire a team. A business degree or related qualification is required, with an MBA being highly advantageous. While experience in dental office management or a similar healthcare environment is preferred, it is not mandatory as comprehensive training will be provided for candidates from diverse backgrounds. Proficiency in dental software systems and a thorough understanding of healthcare regulations, including HIPAA, are preferred, but training on these aspects will also be provided. The role involves meticulous financial oversight, encompassing budget development, financial reporting, and the implementation of cost-control measures. This is an excellent opportunity for a motivated leader eager to drive practice growth and innovation while maintaining the highest standards of patient care and regulatory compliance.

Responsibilities:

Operational Management:

• Daily Operations Oversight: Ensure smooth operation of clinical and administrative processes. Efficiently manage appointment scheduling systems to optimize patient flow.

• Staff Management: Oversee hiring, training, and performance evaluations of staff. Foster a positive work environment, address personnel issues promptly, and oversee the scheduling of staff shifts to ensure appropriate coverage.

• Supply Chain Management: Oversee inventory management for dental supplies and equipment, negotiating contracts with suppliers and vendors to ensure cost-effective purchasing.

• Facility Management: Maintain and ensure cleanliness of the facility, coordinating necessary repairs or upgrades.

• Meeting Management: Conduct weekly leadership meetings and hold leaders accountable. Organize quarterly and annual leadership meetings for strategic alignment.

Financial Management:

• Budget Management: Develop and manage the annual budget, including the marketing budget. Monitor financial performance and implement cost-control measures.

• Billing and Collections: Oversee the billing process for accurate and timely invoicing. Manage collections to minimize outstanding accounts receivable.

• Financial Reporting: Prepare regular financial reports for senior management and analyze financial data for trends and areas of improvement.

Marketing and Patient Experience:

• Marketing Strategy Creation and Implementation: Collaborate with the marketing team to develop and execute strategies, efficiently allocating the marketing budget across various channels.

• Patient Relations: Ensure high levels of patient satisfaction, addressing gathering complaints, and implementing programs to enhance patient experience and retention.

• Community Outreach: Develop partnerships with local organizations and businesses, promoting the practice within the community for new patient acquisition.

Compliance and Quality Assurance:

• Regulatory Compliance: Ensure compliance with all relevant federal, state, and local regulations, staying updated on changes in healthcare laws and standards.

• Quality Assurance: Implement quality control measures to maintain high care standards, regularly reviewing and updating protocols and procedures.

Technology and Systems:

• IT Management: Oversee implementation and maintenance of practice management software, ensuring data security and HIPAA compliance.

• Innovation: Identify and implement new technologies to improve efficiency and care, such as Dental AI Scheduling and Voice AI notetaking.

Strategic Planning:

• Growth and Expansion: Develop and execute plans for practice growth and expansion, identifying opportunities for additional revenue streams.

• Continuous Improvement: Encourage a culture of continuous improvement among staff, implementing best practices and innovative solutions.

Key Performance Indicators (KPIs):

• Track patient satisfaction scores.

• Monitor staff turnover rates.

• Analyze financial performance metrics (revenue, expenses, profit margins).

• Evaluate appointment scheduling efficiency.

Qualifications and Skills Desired:

Required Qualifications:

• Strong leadership and communication skills.
• High energy, motivating and personable.
• Highly organized and holds people accountable for meeting expectations.
• A business degree or related field; MBA preferred.
• Two years in a management position with staff supervision responsibilities.

Preferred Qualifications:

• Experience in dental office management or a similar healthcare setting, but not required
• Proficiency in using dental software, but not required.
• Knowledge of healthcare regulations, including HIPAA.

Skills and Abilities:

• Exceptional organizational skills and the ability to multitask in a fast-paced environment.
• Strong problem-solving abilities and critical thinking.
• Excellent interpersonal skills to foster a positive work environment and patient experience.
• Ability to master the full suite of activities associated with the business office (front desk) component of a dental practice.

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Retirement Plan
• Paid Holidays
• Bonuses up to 25%

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