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Senior Orthodontic Office Manager

2 weeks ago

Calgary, Alberta, Canada SmileElements Full time

About Us:

We are a unique, progressive orthodontic practice in Alberta with a fully integrated in-house aligner lab, uniting clinical care and fabricating under one roof. Our approach combines personalized orthodontic treatment with advanced systems and streamlined workflows, setting a new standard for efficiency, quality, and patient experience.

Purpose:

The Orthodontic Office Manager is responsible for leading the clinic's administrative, clinical workflow, and lab operations. This role ensures operational excellence, team cohesion, and outstanding patient care while driving growth through effective case conversion, consult follow-up, and overall performance management.

Key Responsibilities:

  • Oversee all daily operations of the clinic and in-house lab to ensure smooth coordination and workflow.
  • Manage team recruitment, training, scheduling, and performance across all departments.
  • Supervise patient consultations, follow-up processes, and treatment conversions to meet sales and growth goals.
  • Monitor key performance indicators (KPIs) related to case acceptance, patient satisfaction, revenue, and efficiency.
  • Handle financial operations including billing, insurance, collections, and reporting.
  • Maintain compliance with Alberta healthcare, privacy, and infection control standards.
  • Manage inventory, vendor relations, and operational systems that support both the clinical and lab teams.
  • Foster a culture of professionalism, accountability, and continuous improvement.

Skills & Competencies:

Strong leadership and communication skills, organizational excellence, financial acumen, and a proven ability to manage both people and performance. Understanding of orthodontic workflows, patient experience management, and sales follow-up processes.

Qualifications:

MANDATORY 5-10 years of Canadian orthodontic or dental office management experience, ideally with in-house lab or multi-department oversight. Education in business, healthcare, or dental management preferred. Knowledge of Alberta dental billing and compliance required.

Reporting:

Reports to the Orthodontist or Clinic Director and leads administrative, clinical, and lab teams.

Success Metrics:

Operational efficiency, patient satisfaction, treatment conversion rate, lab turnaround time, team performance, and overall practice profitability.

Job Type: Full-time

Pay: $35.00-$50.00 per hour

Benefits:

  • Extended health care

Experience:

  • Orthodontics or dental office managment: 4 years (required)

Work Location: In person