Job Description

Job Title: Office Manager (AOM)

Location: Parsippany, NJ (On-Site)

Black Owl Recruiting is seeking a skilled and compassionate Assistant Dental Office Manager. This role encompasses a wide range of administrative and operational responsibilities, including advanced knowledge of patient engagement and scheduling confirmation systems, eligibility and benefit interpretation, practice management, patient financing, payer navigation, and key performance metrics. The Assistant Office Manager will play a crucial role in ensuring the quality, compliance, and financial performance of the practice while maintaining an efficient and supportive environment for both staff and patients.

The role of the Dental Office Assistant Manager is to support the staff in improving efficiency, productivity, and competency, ultimately contributing to a successful practice that provides exceptional service to patients. The Assistant Office Manager must uphold a high standard of professionalism, competence, and integrity, setting an example for the entire team. This includes maintaining a focus on professionalism in all interactions, both in business matters and personal conversations.

Compensation:

$70,000 - $80,000 / annually

Responsibilities:

• Present and follow up on treatment plans according to office protocol, documenting status (presented, accepted, declined) in Dentrix, and ensuring accurate financial policy completion. Ensure declined plans are signed, and a copy is provided to the patient. Scan treatment plans into the document center.
• Coordinate financing and financial agreements (e.g., Care Credit, auto payments) per office protocol, ensuring agreements are signed and dated by both patient and presenter.
• Follow up on unscheduled treatment plans within 24 hours, documenting all correspondence in patient notes. Follow up with new patients and track aging reports, making calls for past-due balances. Send accounts 90 days overdue to collections.
• Maintain on-time scheduling, ensure accurate treatment plans are confirmed, and collaborate with the appointment coordinator to meet daily and monthly production goals. Ensure the schedule is filled with restorative services and review scheduled treatments.
• Handle administrative tasks such as completing paperwork during patient breaks, managing backlogs, coordinating temporary staff scheduling, and assisting with marketing efforts.
• Answer and file communications promptly, manage office emails, and provide accurate responses to patient and doctor inquiries. Answer phones as needed and maintain a clean, professional office environment.
• Review and confirm the schedule for accuracy, post copays, and ensure smooth front desk operations. Attend monthly meetings, assist with reports, and process payroll for temporary staff. Track patient referrals and provide follow-up.
• Demonstrate computer proficiency, particularly with insurance codes, and support practice profitability and adherence to policies. Train new staff and assist with daily tasks as directed by the practice administrator.

Qualifications:

• High school diploma or equivalent; associate's degree preferred.
• 2 years of experience in office administration in dental or healthcare.
• Knowledge of dental terminology, insurance codes, and treatment plans.
• Familiar with patient engagement, scheduling systems, and financing options.
• Proficient in Dentrix or similar dental software, and Microsoft Office Suite.
• Strong organizational, multitasking, and time management skills.
• Excellent communication and problem-solving abilities.
• Ability to work well with staff and patients in a fast-paced environment.
• Experience training or mentoring new staff.
• Professional demeanor and ability to maintain confidentiality.

Benefits:

• Health, Dental, Vision
• 401k
• PTO
• Sick Time

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