Dental Office Manager

Job Summary: Under the supervision of the Dental Health Services Administrator (DHSA), the Dental Office Manager (DOM) of Omni Family Health (Omni) provides leadership experience and knowledge to a growing network of state-of-the-art health centers serving California’s Central Valley. As a member of the organization’s Dental Department, the DOM is responsible for all aspects of the dental office, ensuring efficiency and excellence. Oversees front and back office staff, handles patient relations, conducts billing, and ensures regulatory compliance.

Job Duties

• Directly oversees the day-to-day dental functions and patient services for multiple Omni clinics.
• Manages the front and back office staff, ensuring high-quality and timely execution of tasks and patient care.
• Accountable for all aspects of staff management, including hiring, scheduling, training and development, coaching, performance reviews, onboarding, disciplining, and termination.
• Ensures front office efficiency, including patient processing, scheduling, appointment management, phone etiquette, and staff coordination. May step in and provide administrative support as needed.
• Ensures back office efficiency, including exam room sterilization and preparation, patient intake, dentist assistance, administration of treatment, patient education, and technique demonstration. May step in and provide assistance to the dental back office staff as needed.
• Responsible for financial management, such as billing and collections, insurance claims, Point of Sale (POS) system, coding procedures, and budgeting.
• Assures proper record keeping by maintaining accurate patient records, keeping compliant and adhering to all state and federal healthcare regulations. Responds to subpoenas within allotted time.
• Conducts inventory management, ordering office supplies and dental materials. Serve as supply liaison, communicates with the Purchasing department and vendors to assure prompt receipt of all orders.
• Assures patient experiences is exceptional by evaluating the team’s customer service performance, handles complaints, addresses concerns, and works diligently to find a resolution.
• Serves as liaison for all community events within Omni service areas as well as areas of the Dental Department. Collaborates with the Outreach Department and coordinates participation of the dental staff for such events.
• Works closely with the Quality Control team, reviews QI reports, performs registration audits and QI checks, and communicates QI results with senior leadership.
• Makes certain that dental staff are complying with dental quality measures and following quarterly QI/QA improvement recommendations.
• Inspects and reports building physical condition and equipment condition periodically and provides any suggestions or proposals to senior leadership accordingly.
• Knowledgeable of safety, OSHA and Infection Control practices within a dental office setting. Oversees the sterilization, infection control practices, and OSHA compliance within designated offices.
• Generates and analyses weekly, monthly, quarterly, and yearly reports. Assess and recommend goals for improvement of site operations.
• Attends internal and external meetings on behalf of the department and facilitates staff meetings.
• Attends and successfully completes all required training programs. May participate in ongoing conference calls, webinars, and other professional development opportunities to maintain working knowledge.
• Adheres to and ensures the team cooperates and complies with all laws, rules, regulations, policies, and procedures.
• Ensures cohesive support to the mission, vision, and core values while delivering superior customer service.
• Works closely with all corporate branches, divisions, and/or departments in accordance with Omni’s policies and procedures.
• Other duties and/or responsibilities as the DOM may be assigned from time to time.
• Must be able to travel and work at various Omni clinic locations and events.

Additional Duties

• Health Insurance Portability and Accountability Act (HIPAA) Compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.
• Compliance: Ensures compliance with all local, state, and federal regulations.
• Quality Assurance/Quality Improvement (QA/QI): Participates as required in QA/QI activities and contributes towards the overall quality improvement initiatives of the organization.
• Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include NextGen, Practice Management System (PMS), Quality Systems Inc. (QSI), and other electronic features as they are developed and implemented, as applicable to work environment.
• Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.
• Audits: Contributes to required Health Resources and Services Administration (HRSA) Operational Site Visit (OSV), The Joint Commission (JC), and other audit events.

Qualifications, Education, and Experience

• High School Diploma or GED certificate.
• Five (5) years of experience in the dental field as a dental assistant , and/or dental front office clerk, with two (2) years in a management position, preferably in a Federally Qualified Health Center (FQHC) setting.
• Current and valid Cardio Pulmonary Resuscitation (CPR) certification.
• 8 Hour Infection Control certification.
• Completion of radiation safety course.
• Familiar with dental insurance codes, processing claims, dental software (Dentrix, NextGen or similar software), and billing.
• Bilingual in English and Spanish preferred.

Skills and Competencies

• Provides strong leadership, sets a good example, skilled decision maker, motivator, encourager.
• Communicates well (written and verbal), delivers presentations, has good listening skills.
• Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback.
• Defines responsibilities, motivates employees, delegates well, rewards appropriately.
• Understands facets of job, aware of duties and responsibilities, keeps job knowledge current.

Service Commitments

• Must be alert and respect confidentiality of information of all types “general personnel, and/or patient related information.”
• Promote and believe in Omni’s mission statement.
• Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

Responsible To: Dental Health Services Administrator

Classification: Exempt