Assistant Office Manager - Pasha Orthodontics

The Practice Assistant Manager is responsible for specific administrative duties (listed below) in a Practice. This individual is responsible for helping the Practice Manager in overseeing the staff, the financial health of the practice, community outreach, and in practice marketing initiatives.  The Assistant Manager must oversee and maintain a high volume of patient appointments, interact with the Revenue Cycle Department and work with the Finance Department on Accounts Payable and Accounts Receivable. An Assistant Manager must work closely with the orthodontists and other employees to help the office perform effectively. 

In this role, you must consistently recognize the needs and desires of other people (staff, doctor, patients, parents, vendors, and business associates), treat all team members and patients with respect and courtesy, and inspire others to grow and gain confidence with every interaction. 

Responsibilities: 

• Provide a motivational environment by encouraging and supporting individual growth and development towards superior  
• teamwork and greater success. 
• Make use of Daily, Weekly and Monthly reporting to understand business needs and strive for excellence. 
• Ensure highly productive and accurate scheduling of patients for all providers. 
• Ensure all providers enter progress/clinical notes on a daily basis. 
• Ensure all “Over the Counter” balances are collected at time of service. 
• Address all patient AR related items. Including sending accounts to collections.  
• Consistently and fairly administer all practice policies as outlined in Core Policies. 
• Use appropriate forms and procedures in all matters of practice administration.  
• Use discretion in confidential management and/or employer-employee relations matters. 
• Effectively manage employee’s own time and workspace to accomplish individual and practice objectives. 
• Accurately maintain patient ledgers of the practice.  
• Be the primary treatment coordinator (see treatment coordinator job description) 
• Assist to Oversee the overall functionality of the Practice (includes but not limited to):  
• Working in the Saturday rotation (where Practices are open on Saturdays) 
•  Ensuring all checks are scanned daily and all cash is deposited daily (unless otherwise agreed upon)
• Other duties as assigned. 

Essential Functions: 

• Leadership and Professionalism: 
• Responsible to Assist in developing and driving the Practice culture in a positive and collaborative manner. 
• Represent the practice in a professional, pleasant, and cooperative manner. 
• Maintain regular, consistent, and punctual attendance in accordance with assigned schedule and time off policies. 
• Must be able to handle multiple deadlines and task assignments comfortably and efficiently for self and subordinates. 
• Must be able to work both independently and cooperatively in team settings. 
• Maintain professional work environment. 
• Monitor patient flow and staff allocation to meet patient needs and maximize doctor time. 
• Oversees patient balance collection processes. 
• Ensures optimal patient care, monitors patient satisfaction, and resolves complaints. 

Other Essential Qualifications: 

• Time Management – Excels at directing one's own time and the time of others. 
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made,  
• asking questions as appropriate, and not interrupting at inappropriate times. 
• Judgment and Decision Making – Able to evaluate the relative costs and benefits of potential actions and decisions  
• within purview and to choose the most appropriate one.
• Responds creatively and constructively with solutions to problems.
• Maintains the highest level of confidentiality and adherence to HIPAA standards.
• Adheres to strict safety guidelines and procedures to OSHA and Practice standards.
• Flexible and willing to perform duties of others in their absence. 

Education and/or Work Experience Requirements: 

• Bachelor's degree. Comparable experience may be considered to substitute for all or part of the required education at management’s sole discretion. 
• 3-5 years of managerial experience in medical or dental practice setting. 
• 1-2 years managerial experience in dental preferred. 
• Thorough knowledge of billing codes, Dental PPO, Indemnity, HMO Insurance preferred 
• Experience with Income Statements. 
• Experience of working within a budget. 
• Bilingual (English/Spanish) preferred  
• Excellent computer proficiency (MS Practice – Word, Excel and Outlook, Google Workspace) 
• Excellent communication skills - Talking and writing to others to convey information effectively. 
• Organizational Skills – Ability to create systems and order, break large goals down into achievable tasks. 
• Ability to work closely with a senior management team and lead up and down the chain of command. 

Benefits:

• Medical, Dental, and Vision insurance
• 401(k) with employer match
• Paid Time Off
• Paid Holidays
• Paid Parental Leave
• Employee Assistance Program
• Flexible Spending Account (FSA), Dependent Care Account (DCA), Health Savings Account (HSA), and Health Reimbursement Account (HRA)
• Candidly: Student Debt and Savings Optimization