Dental Office Manager/Treatment Coordinator

Location: 40 Scollard St #201, Toronto, ON M5R 3S1

Reports To: Dr. Lancelot Brown

Employment Type: Full-Time, Permanent

Compensation & Benefits:

• From $70,000/year – negotiable and commensurate with experience

• Includes extended health care benefits

Position Summary:

We are a state-of-the-art, fully digital, patient-centered dental practice seeking an Office

Manager/Treatment Coordinator who is highly organized, customer service focused, and

proactive. The ideal candidate is passionate about providing exceptional patient care, thrives in

a leadership role, and brings a high level of emotional intelligence (EQ) and professionalism to

the team.

If you are passionate about driving practice growth and fostering a positive team environment,

we want to hear from you.

As the Office Manager/Treatment Coordinator, you will be responsible for the overall

coordination of office operations, patient relations, financial workflows, staff management, and

marketing support. This is a key leadership role that requires strong communication skills, a high

degree of initiative and a service-oriented mindset.

Key Responsibilities:

Patient Relations & Front Office Management:

• Greet patients warmly and ensure a positive experience throughout their visit.

• Answer phone calls, emails, and messages promptly and professionally.

• Schedule and confirm appointments efficiently; manage cancellations and rescheduling.

• Collaborate with clinicians to create and present comprehensive treatment plans.

• Follow up with patients on pending treatment, post-operative care, outstanding accounts,

or missed appointments.

• Handle patient inquiries, feedback, and concerns with empathy and professionalism.

• Serve as the point of first contact for patients requiring emergency care, outside of office

hours.

• Monitor and improve patient satisfaction and retention rates.

Billing, Collections & Financial Administration:

• Oversee billing processes, including insurance verification, claim submissions, and payment

processing.

• Monitor accounts receivable and follow up on outstanding balances, ensuring that A/R

never exceeds 3-months of gross billings.

• Work closely with Bookkeeper and Accountant to ensure accurate financial reporting.

• Manage payroll semi-monthly and verify employee hours submitted.

• Manage patient payment plans and financial options with discretion and clarity.

Team & Office Management:

• Provide leadership and direction to administrative and clinical staff.

• Coordinate scheduling, vacations, and coverage to ensure optimal staffing levels.

• Conduct regular check-ins and team meetings to foster communication and collaboration.

• Maintain an organized, efficient, and welcoming office environment.

• Manage office inventory, order and restock supplies, and liaise with suppliers.

• Ensure compliance with all regulatory and safety standards.

• Serve as a liaison between staff and the Owner for problem-solving and performance

concerns.

Marketing & Practice Growth:

• Update practice website content (news, bios, services) and monitor for accuracy.

• Manage social media accounts with engaging and consistent posts.

• Request and manage patient reviews on Google and other platforms.

• Create and distribute patient newsletters and email updates.

• Support referral relationships by engaging with referring offices and sending thank-you

notes or small tokens of appreciation.

Technology & Practice Management Software:

• Use ABELDent practice management software to manage patient records, appointments,

treatment plans, billing, and reporting.

• Train staff on software best practices and ensure efficient system use.

• Generate reports to track productivity, cancellations, collections, and patient flow.

Weekly Duties:

• Confirm appointments and ensure treatment schedules are optimized.

• Review patient accounts and follow up on outstanding receivables.

• Meet with clinical and admin staff to discuss workflow and resolve issues.

• Post on social media platforms and engage with followers.

• Monitor and restock office and clinical supplies.

• Review schedule for upcoming week to ensure efficiency and minimize gaps.

• Prepare and submit payroll hours.

Monthly Duties:

• Run and review financial reports (collections, receivables, production).

• Manage payroll semi-monthly and verify employee hours.

• Review insurance claims aging report and follow up on pending claims.

• Conduct brief one-on-one staff check-ins and team meeting.

• Track marketing activity: website visits, reviews, newsletter open rates.

• Assess office supplies and equipment for upcoming orders.

Quarterly/Annual Duties:

• Conduct performance reviews and set goals with staff.

• Coordinate team-building activities or staff appreciation initiatives.

• Update fee guide and treatment pricing as needed.

• Review patient satisfaction metrics and implement service improvements.

• Audit inventory and equipment maintenance needs.

• Review and update office procedures, manuals, and training materials.

• Support preparation for tax filings with bookkeeper/accountant.

Qualifications & Attributes:

Required:

• 3+ years of office management experience (dental or medical office experience preferred.

• Strong understanding of billing, insurance, and accounts receivable processes.

• Excellent verbal and written communication skills.

• Highly organized with strong attention to detail.

• Empathetic, patient-focused approach with exceptional customer service skills.

• High emotional intelligence (EQ), able to navigate conflict and motivate others.

• A curious problem-solver who asks questions, identifies gaps, and seeks solutions.

• Tech-savvy and comfortable with website management and social media platforms.

• Able to work a schedule of Monday-Thursday from 8:30am-6pm; up to two (2) Fridays a

month (8:30-3); and up to two (2) Saturdays a month (8:30-5).

Preferred:

• Experience using dental practice management software (ABELDent).

• Experience coordinating marketing campaigns, newsletters, or promotions.

• Familiarity with dental insurance systems and billing codes.

• Leadership training or certification.

• CPR and/or health and safety certifications.

How to Apply:

Interested candidates should send a resume and a brief cover letter outlining their experience

and what makes them a great fit for this role to

Application Deadline: October 24, 2025