Surgical Dental Front Office

Advanced Dental Lounge

Office Manager — Job Description

Position Summary

The Office Manager is responsible for the daily operational and administrative performance of Advanced Dental Lounge. This position serves as the primary leader of the business team and works closely with the doctor to ensure the practice operates efficiently, delivers an exceptional patient experience, and consistently meets its financial and operational goals.

The ideal candidate is organized, accountable, confident with people, and comfortable taking ownership. This is a hands-on leadership role requiring someone who can identify problems, develop solutions, coach team members, and follow through without requiring constant direction.

Primary Responsibilities

Lead daily practice operations and maintain accountability across the team. Conduct morning huddles and ensure the team is prepared for the day’s patients, production opportunities, outstanding balances, treatment needs, and scheduling concerns. Manage the schedule using the practice’s Rock, Sand, Water scheduling philosophy and protect appropriate provider productivity. Monitor daily, weekly, and monthly practice KPIs, including production, collections, new patients, case acceptance, cancellations/no-shows, accounts receivable, and schedule utilization. Ensure patient balances and estimated portions are discussed and collected appropriately prior to treatment. Oversee insurance verification, benefit documentation, claims follow-up, and outstanding insurance balances. Support treatment presentation and financial conversations when necessary. Maintain knowledge of available payment options, including Cherry and CareCredit, and ensure patients are appropriately educated on financing options. Monitor unscheduled treatment and ensure consistent follow-up with patients who have not scheduled recommended care. Oversee new-patient conversion from the initial phone call through the first visit and treatment acceptance. Maintain and enforce the practice’s 24-hour cancellation policy while handling exceptions appropriately. Coach team members, address performance concerns promptly, and establish clear expectations for accountability. Participate in hiring, onboarding, training, performance reviews, and corrective action when necessary. Resolve patient concerns professionally and protect the relationship between the patient and the practice. Ensure Eaglesoft records, scheduling, financial notes, treatment plans, and patient communications are accurate and complete. Review accounts receivable and identify balances requiring follow-up or escalation. Maintain effective communication with vendors and outside partners as assigned. Identify inefficiencies and recommend improvements to systems, workflows, staffing, and patient experience. Maintain confidentiality and ensure compliance with HIPAA, OSHA, and applicable practice policies. Keep the doctor informed of significant operational, financial, staffing, or patient issues without unnecessarily involving the doctor in routine administrative matters.

Leadership Expectations

The Office Manager is expected to own outcomes, not simply complete tasks.

Success in this role means knowing what is happening in the practice, recognizing when performance is falling behind expectations, and taking action before the doctor has to intervene. The Office Manager should create consistency, accountability, and clear communication while maintaining a positive and professional culture.

The manager should be comfortable having difficult conversations when necessary while treating patients and team members with respect.

Qualifications

Dental management experience is strongly preferred, with working knowledge of dental scheduling, treatment planning, insurance, collections, accounts receivable, and patient financial arrangements. Eaglesoft experience is preferred.

The successful candidate should demonstrate strong leadership and communication skills, financial awareness, excellent organization and follow-through, sound judgment, and the ability to manage competing priorities in a busy dental environment.

How Success Will Be Measured

Performance should ultimately be evaluated by the health of the practice rather than how busy the manager appears. Key measures include production and collection performance, schedule utilization, case acceptance, new-patient conversion, cancellation/no-show rates, accounts receivable, insurance aging, unscheduled treatment, patient experience, team performance, and consistency in following established systems.

Immediate $2,000 Sign-On Bonus

Advanced Dental Lounge is seeking an experienced, motivated Office Manager to lead the daily business operations of our practice. The selected candidate will receive an immediate $2,000 sign-on bonus upon joining our team.

This is a true leadership position for someone who takes ownership, develops people, solves problems, and understands how to drive the operational and financial performance of a dental practice.