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Office Manager

1 month ago

Edmonton, Canada Canadian Dental Services Corp. Full time

Who we are?

Canadian Dental Services Corporation (CDS) proudly supports some of the best dental offices and professionals across Canada and we’re always looking for exceptional leaders to join our growing company whose purpose is to ensure patients in our communities receive the highest quality care, and a repeatable great experience when coming through or interacting with our offices.

We offer a wide variety of dental services in comfortable and caring environments. Service quality and the patient experience are our priority. We run family-oriented dental practices that enjoy taking extra time to provide treatment to people of all ages.

By leading one of our amazing teams of professionals, you will have the opportunity to work with an extremely talented and committed group where communication, respect and candor are greatly valued. Our teams have been uniquely chosen for their caring personalities, sincere and understanding nature, and gentle touch. We always strive to provide exceptional patient care by making every effort to go above and beyond expectations.

What are we looking for?

We are looking for a passionate and driven Team Lead/Practice Manager who will be responsible to lead and manage clinic operations and contribute to the overall success of the clinics’ objectives – both quantitative and qualitative. Responsible for overseeing the efficient operation of the clinic, the Team Lead/Practice Manager must lead the way in customer service leadership, scheduling management, account receivables, capacity planning, supply management, patient experience, budget goals, communication, and general people leadership and management.

What’s in it for you?

If you are someone, like us, who is driven both by purpose, as well as profit, then we want to meet you. This role offers an excellent opportunity to lead a team of people who help keep your community healthy, happy and smiling, with a ‘patients for life’ mentality of how to manage and service our customers. This role also enables those who are looking for growth to eventually go from leading one clinic, to eventually leading multiple clinics, to then grow into a variety of corporate support roles across our national platform. We also offer:

  • Competitive Total Rewards Package (salary, bonus, sick days, and other incentives),
  • Comprehensive benefits plan (Life, EHC, dental, EAP, uniform allowance),
  • Mentorship and training programs,
  • Safe and comfortable office environment with a focus on health and safety,
  • Career enhancement opportunities (certifications and professional development),
  • Leadership developmental opportunities,
  • Diverse and inclusive team of professional, talented, and dedicated professionals,
  • Opportunity to grow and evolve as a managment professional.

Key accountabilities?

Scheduling Management:

  • Maintain full schedules for maximum capacity utilization and productivity.
  • Monitor and manage same-day opportunities, pre-bookings, and overdue appointments, aiming for a cancellation rate below clinic specific goal.

Account Receivables (AR) Management:

  • Keep AR’s over 90 days below 5% by submitting claims daily and collecting patient portions promptly.
  • Ensure timely processing of insurance payments and submission of secondary claims.

Capacity Planning:

  • Ensure staffing adequacy.
  • Maintain sufficient staff daily to meet appointment demands and handle short- to long-term staffing needs effectively.

Capacity Management:

  • Monitor and optimize labor costs to stay within budget constraints.
  • Adjust staffing levels as necessary based on schedule demand, reviewing staffing sheets and schedules regularly.
  • Support recruitment efforts at the clinic.

Supply Management:

  • Optimize Inventory and keep shelves stocked while maintaining spending below 5% per month.
  • Monitor supply needs according to the schedule and implement FIFO inventory management.

Patient Experience:

  • Ensure exceptional patient experiences daily, focusing on hospitality, timeliness, and frictionless experiences.
  • Conduct daily huddles to address patient-specific issues and provide role-play training for enhanced interactions.

Budget Goals and Objectives:

  • Achieve financial targets.
  • Meet weekly/monthly budget goals by utilizing forecasting sheets effectively and identifying revenue gaps for preparedness planning.

Leadership and Communication:

  • Conduct daily huddles following a predefined template, ensuring attendance of all team members.
  • Foster staff and customer engagement through constant communication and provide consistent positive feedback while leading by example.

Behavioural Characteristics That Describe You

You are Action Orientation and Resourcefulness:

  • You embrace new opportunities.
  • You approach new challenges with urgency and energy, leading and pursuing clinic opportunities while encouraging quick action and removing barriers.

You are Goal Oriented:

  • You plan and prioritize work to meet organizational goals, making nimble plans and considering risks and contingencies and foreseeing and resolving potential bottlenecks.

You Have an Ability to Adapt your Leadership Tactics, Situationally:

  • You adapt leadership styles effectively to different situations and team dynamics, providing guidance and support as needed to ensure successful outcomes.
  • You lead by example, always.

Part of Your Background:

  • University Degree or College Diploma in business management/administration/communications in a related field OR relevant working experience.
  • 3-5 years experience in a leadership capacity where you were responsible for leading high performing teams.
  • You have a history of developing and maintaining a culture supportive of staff, individual motivation, individual & team performance, change, creativity & excellence in quality of service.
  • Effective at facilitating formal & informal meetings focused on problem solving & planning. Able to bring discussions to a firm course of action/resolution
  • Knowledge of Microsoft Office applications.

Time Commitment: 

This is an in-clinic full-time position, and the successful candidate must be willing to work varied hours that align with the clinic needs. However, most of our clinics operate during regular business hours. The demands of your time as an in-clinic leader will be to be with your team when your team is busy at work in the clinic, but may also include the odd after-hour requirement here and there when necessary to ensure the smooth operation of the clinic. 

This is a leadership position with an amazing opportunity to support an environment of collaboration, care and success and as such the successful incumbent should be enthusiastic about working in the office with flexibility.

 

CDS is an equal opportunity employer. We are committed to an inclusive, barrier-free recruitment and selection processes and work environments. If you are contacted for a job opportunity, please inform us of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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