Dental Operations Manager

Overview:
The Virtual Operations Manager is a pivotal role in ensuring the smooth functioning of our dental office. Even though this role is virtual, the successful candidate will be the backbone of our day-to-day operations, ensuring optimal patient care, staff coordination, and administrative efficiency.

Key Responsibilities:

Operational Efficiency & Workflow Management:

Evaluate and optimize office procedures to improve efficiency.
Coordinate with clinical and non-clinical staff to ensure optimal patient flow.
Implement and oversee the adoption of digital tools and software for patient management, appointments, and billing.
Staff Management & Training:

Coordinate staff schedules, ensuring adequate coverage for patient appointments.
Onboard new hires, ensuring they are trained on office protocols and software tools.
Monitor staff performance and provide feedback or training as needed.
Patient Experience:

Oversee patient scheduling, ensuring a seamless and efficient process.
Handle escalated patient concerns or complaints, finding resolutions in a timely manner.
Review and update patient communication protocols, ensuring a positive patient experience.
Financial Management:

Oversee billing and insurance claim processes.
Monitor monthly revenue, expenditures, and budget variances.
Collaborate with the financial team to optimize revenue and reduce operational costs.
Vendor & Inventory Management:

Negotiate with vendors for dental supplies and equipment.
Ensure adequate inventory levels, while optimizing storage and cost.
Implement and manage a virtual system for tracking dental supplies and equipment.
Compliance & Regulatory:

Ensure that the office adheres to dental industry standards and regulations.
Coordinate with the in-office team to maintain up-to-date patient records, ensuring they are securely stored and compliant with privacy laws.
Technology & Systems:

Oversee the maintenance and updates of dental software systems.
Collaborate with IT teams to ensure secure and efficient remote access for necessary personnel.
Evaluate and implement new technologies that can enhance virtual operations.
Qualifications:

Bachelor’s degree in Business, Healthcare Management, or related field. Master’s degree is a plus.
Minimum of 3-5 years of experience in dental office management, with a preference for those who have worked in virtual capacities.
Strong knowledge of dental office software, billing procedures, and insurance claims.
Excellent communication and leadership skills.
High proficiency in digital tools, software, and platforms, with the ability to adapt to new technologies.
Ability to work collaboratively with a diverse team of in-office and virtual members.
Soft Skills:

Problem-solving: Ability to identify issues and determine efficient solutions.
Analytical Thinking: Capacity to assess processes and suggest improvements.
Time Management: Strong organizational skills and the ability to prioritize tasks effectively.
Empathy: Understanding and addressing staff and patient concerns with care and professionalism.