Office Manager

Job Role: Dental Office Manager

Status: Full Time/Permanent

Who Are We:

One Dental is a Dental Management Corporation, operating multiple clinics across Ontario, Canada. Each clinic offers a range of dental services, including general dentistry, cosmetic procedures, implants and emergency care. Each clinic is equipped with modern facilities and staffed by experienced dental professionals dedicated to providing high-quality care. We emphasize on patient comfort and offer flexible scheduling, including weekend and evening appointments to accommodate diverse needs.

Job Summary:

The Dental Office Manager is responsible for overseeing the daily operations of the dental office to ensure smooth, efficient and effective service delivery. This role involves managing both administrative and clinical support staff, handling financial and scheduling duties, ensuring regulatory compliance, maintaining patient relations and managing office resources. The Dental Office Manager will report to the dentist(s) and work closely with all team members to provide a positive and productive work environment while ensuring high-quality patient care.

Key Duties

Office Administration:

• Manage all administrative functions, including patient scheduling, billing and insurance processing.
• Oversee office supplies inventory and ensure the clinic is properly stocked.
• Implement and manage office policies and procedures.
• Ensure compliance with provincial and federal health regulations and maintain patient records in accordance with privacy laws.

Patient Care & Communication:

• Serve as the primary point of contact for patient inquiries, concerns, and complaints.
• Coordinate patient appointments and ensure timely follow-ups for upcoming treatments.
• Supervise and support the front desk team in greeting patients and scheduling appointments.
• Manage patient records, ensuring they are accurately updated in the practice management system.

Financial Management:

• Oversee billing and collections, ensuring accurate coding for insurance claims.
• Track office expenses and report on financial performance to the dentist/owner.
• Process patient payments and assist with insurance verification and claims.
• Manage payroll and ensure accurate compensation for dental staff.

Team Management & Staff Development:

• Supervise, train, and mentor dental assistants, hygienists, receptionists, and other staff members.
• Conduct staff performance reviews and provide ongoing support for career development.
• Foster a positive and collaborative work environment to ensure high team morale.
• Ensure staff adherence to office protocols, safety standards, and ethical guidelines.

Marketing and Patient Retention:

• Assist in developing and implementing marketing strategies to attract new patients.
• Promote patient retention through excellent customer service and communication.
• Organize events and promotions to raise awareness of the clinic and the dental services.

Regulatory Compliance and Safety:

• Ensure compliance with OSHA, Public Health Ontario, and other local regulations regarding infection control, safety, and patient privacy.
• Oversee the maintenance of equipment and ensure regular servicing.
• Keep up to date with changes in healthcare regulations and implement changes as needed.

Reporting & Documentation:

• Prepare and submit reports on office performance, including financial, patient flow, and staff efficiency.
• Analyze patient satisfaction surveys and take appropriate action to improve service delivery.
• Manage inventory reports and track the use of materials.

Required Qualifications:

• Minimum of 1 year of experience as a Dental Office Manager within the healthcare industry.
• Dental office experience is required, and knowledge of dental procedures and terminology is preferred.
• Strong knowledge of dental insurance claims, billing, and coding.
• Proficient in office software (e.g., Microsoft Office Suite) and dental practice management software (e.g., Akitu, Dentrix).
• Strong leadership and organizational skills with the ability to manage multiple priorities.
• Excellent communication skills, both written and verbal.
• Ability to work independently and in a team environment.

Preferred Qualifications:

• Certification in dental office management or related fields (e.g., CDA, Dental Office Administrator Certificate).
• Experience of hiring and performance reviews.
• Familiarity with local healthcare regulations and public health policies.

Physical Requirements:

• Ability to sit, stand, or walk for extended periods.
• Occasional lifting of office supplies or dental equipment (up to 20 lbs).
• Ability to work at a fast pace and manage high-stress situations effectively.

Working Conditions:

• The position is based in a dental office setting.
• Occasional overtime may be required during peak periods or for special projects.
• The position may require standing for long periods, occasional lifting, and the ability to work in a fast-paced, patient-focused environment.

Work Location: In person

How to Apply:

If you are passionate about providing excellent dental care and are looking to grow in your career as a Leader, we encourage you to apply. Please apply with your resume and cover letter.

We thank all applicants for their interest, but only those selected for an interview will be contacted.

Equal Opportunity Employer:

We are an equal opportunity employer and encourage applications from all qualified individuals. We are committed to providing a diverse and inclusive workplace for all employees

Job Types: Full-time, Permanent

Pay: $30.00-$35.00 per hour

Application question(s):

• How many years of experience do you have working in a Dental Clinic set up?

• How many years of experience do you have working with dental insurance claims and patient billings?

• Are you legally eligible to work for any employer in Ontario?

Work Location: In person