We are a very friendly yet professional Elite family practice with constant growth opportunities. Our principal/owner is an energetic female leader who is never stopping, never settling, and who has a passion for dentistry and for elevated personalized customer service.
We are seeking a full-time , and Dental Office Manager who would take over the HR, general office and patient management side of the managerial role (nothing financial) to bring the practice to the next level. We are making big and exciting changes, revamping our vision, elevating our culture, designing an exciting growth plan, turning great into amazing, and we need your competence, your independent skills, your enthusiasm, your passion and your dedication to bring the vision to life through a smooth, organized and fun journey.
If you always wanted a management position that allows you to not only showcase your best assets, build amazing relationships with the clients and the team, but where you are also encouraged to bring your undeniable aptitudes, your creativity and your drive to the table and play a pivotal role in a business transformation to its highest potential, then come turn your job into a career and work towards your own dreams while helping your colleagues bring theirs to life.
Please submit your resume along with a cover letter detailing your relevant experience to md.manager.resume@gmail.com
What’s in it for you:
- Competitive compensation
- Full-time position status
- State-of-the-art technologies/modern equipment, beautiful work environment
- Group Health benefits
- Free dentistry for you and discount for immediate family
- Free parking
- Transit accessible (we are right beside the Go train)
- Major opportunity for professional advancement
- An opportunity to shine and showcase your management skill set in a creative and forward-thinking work environment open to any of your suggestions, ideas, and creative growth projects
- Recognition through bonus system
- Independent objective- driven work
Position Requirements:
- 4 years + experience in DENTAL office management with adequate credentials to support experience.
- Interested in handling mainly HR/patient/general dental practice operations management with adequate credentials to support experience.
- Needs to be able to occasionally and temporarily take over the financial side of management of the practice (payroll, quickbooks, AR/AP, billing, insurance, etc) when the financial manager/controller is off or absent therefore strong financial background required
- Highly proficient in MS Office: Excel, Powerpoint, Word, Outlook
- Experienced with Dentrix a compelling asset.
- Strong written and communication skills.
- French a great asset.
- Strong knowledge of dental terminology and treatments as managing/training the treatment coordinator will be part of the job description
- Experience maintaining patient privacy
- Customer service and result-driven mindset
- Team development skills, KPI proficiency
- Willingness to work varied hours to align with business needs
Schedule: Full-Time
- Mondays - 7:30 am to 5:00 pm
- Tuesdays – 7:30 am to 4:30 pm (practice opened until 8pm)
- Wednesdays - 7:30 am to 4:30 pm
- Thursdays -7:30 am to 8:30 pm (practice opened until 8pm)
- Fridays - 7:30 am to 4:30 pm
***Practice is open alternating Saturdays- 7:30 am to 4:30 pm (eventually to be every Saturday). The manager should consider spending an occasional Saturday in office to ensure that expectations are followed on that day as well, and take a Friday or Monday off to offset those hours***
***The hours are subjected to change as the practice reaches new levels of success ***
*** The position is salaried: the employee is expected to dedicate the necessary time to achieve objectives within their timelines, with the flexibility to adjust their hours once the goals are met.***
Job details and salary:
- Only highly qualified candidates will be contacted for further consideration.
- Full time
- Work location: in person
- The salary range is from $58,000.00 to $85,000.00 annually and based on the candidate’s work experience/skill set/credentials and will be discussed during the interview process.
- Group benefits
- Free regular dental care
In addition to the base salary, the selected individual will be eligible for an annual bonus based on objective achievement and/or above and beyond dedication to the practice.
MAIN RESPONSIBILITIES:
Leadership & Staff Management
- Recruit, hire, onboard, and ensure adequate systematic training of all staff including dentists, hygienists, assistants, and administrative personnel.
- Develop and maintain office and training manuals.
- Schedule shifts in line with a proficient systematic scheduling system to deliver maximum production and least non-productive time.
- Schedule vacations, and coverages; manage time-off requests and absences.
- Lead, coach, motivate, and evaluate staff performance; conduct regular performance reviews (KPI development and management) and provide coaching, feedback, and development plans.
- Enforce practice core values, vision, culture, dress code, punctuality, and professional behavior.
- Mediate and resolve staff conflicts and disputes professionally.
- Coordinate team meetings, huddles including a productive morning huddle.
- Plan team events and outings
- Host staff training sessions and external CE courses.
- Manage temporary staffing needs and resource agencies.
- Oversee staff’s use of practice management software and office technology.
Patient Experience & Relations
- Ensure a welcoming, professional, and comfortable environment for patients.
- Oversee the presentation and cleanliness of the practice premises.
- Ensure flawless patient experience from greeting to post-visit follow-up.
- Manage the new patient onboarding process, including first impressions, consultations, contracts and consent forms.
- Respond promptly and professionally to patient complaints and concerns.
- Handle emergency calls and redirect appropriately.
- Monitor and improve patient satisfaction and retention programs including recall systems.
Operations & Workflow Oversight
- Oversee daily office operations: opening procedures, ensuring operatories and front desk readiness, and daily team huddles.
- Support clinical workflow: verify patient charts are prepared, ensure lab cases are ordered and tracked, and clinical rooms are organized.
- Manage front desk workflow: appointment confirmations, treatment plan presentations, and follow-up.
- Create, update, and enforce Standard Operating Procedures (SOPs) for all office functions.
- Audit patient files, record-keeping, and compliance with documentation standards.
- Prevent audit, respond promptly to any insurance requests.
- Maintain and review office environment for efficiency, resolving issues like repairs and maintenance. Ensure maintenance schedules are followed.
- Oversee equipment maintenance and coordinate repairs/warranty claims.
- Manage supplies inventory, procurement, vendor relations, and stock control.
- Implement and monitor office systems for scheduling, recall, and communication workflows.
Compliance & Risk Management
- Oversee infection control, sterilization, and safety protocols.
- Ensure compliance with dental regulatory bodies and health and safety standards.
- Ensure compliance of use of ODA fee guide and compliance of insurance expectations.
- Track licenses, certifications, and continued education for staff.
- Maintain incident reports, safety data sheets, and legal documentation.
Technology & Equipment
- Ensure staff are trained on practice management software, digital workflows, and dental technology.
- Stay informed about advancements in dental equipment and recommend upgrades.
- Maintain secure backups and coordinate IT support for systems, troubleshooting, and updates.
Marketing & Community Outreach
- Develop and implement marketing strategies for patient growth.
- Manage digital presence: website updates, social media, and promotions (including online reviews, website presence company, web growth metrics, etc)
- Coordinate community outreach activities such as local events, school presentations, and charity drives.
- Build referral programs with patients and specialists.
Strategic Planning & Continuous Improvement
- Work with the dentist on setting growth, production, and patient acquisition goals.
- Monitor KPIs and adjust workflows accordingly.
- Identify workflow bottlenecks and implement process improvements.
- Stay informed about industry best practices.
Direct Support to the Dentist/Owner
- Manage the dentist’s calendar, meetings, and confidential matters.
- Provide briefings and support regarding practice operations.
- Plan weekly and monthly meeting with the principal / owner to update on challenges that are being worked on, timeline, results and summary of goal achievement.
- Act as a communication bridge between the dentist and staff.
OCCASIONAL RESPONSIBILITIES
a) when the financial manager/controller is absent
b) when the financial manager/controller needs support or another input
c) when a general managerial task is too heavy for one person
d) to plan and host the team meetings
e) to plan and run the employee’s reviews (KPIs)
Administrative and Financial Management:
- Maximizing profitability through efficient operation and proper scheduling
- Manage office budgets, expenses, and financial transactions to increase revenue and lower expenses.
- Tracking dental office important metrics of success and KPIs
- Provide principal with accurate weekly report. If the Controller is absent longer, then the monthly reports will also be added to the tasks
- Organize and document bi-weekly meetings with principal on financial and procedural health of the practice, challenges, tactic in place, timeline and progress tracking.
- Oversee flawless billing process in compliance with ODA fee guide rules and choice of codes in respect of provided service and insurance companies’ expectations
- Familiar with the ODA fee guide and billing regulations. We value candidates who have taken the ODA course on proper billing practice and will support any candidate who needs to take it to be aligned with our billing policies.
- Master insurance expectations, regulations, rules and reimbursement process.
- Manage predeterminations and understand how they can affect audit risks
- Oversee individual patient billing particularities, exceptions or special requests
- Manage and oversee payment plans, financial agreements and AR in conjunction with the manager and owner
Record Keeping and Compliance (controller role):
- Ensure compliance with healthcare regulations, RCDSO expectations and best practice processes.
- Ensure consistency, quality, detail and accuracy of all treatment documentation (notes) to support code choices and billing.
- Ensure all communications are recorded, documented, filed adequately and readily accessible.
Technology Management:
- IT liaison
- Overseeing repairs, premise emergencies, point of liaison for trouble shooting on any defective dental equipment or practice needs (eg. Air conditioning, plumbing, etc)
Job Type: Full-time
Pay: $58,000.00-$85,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Vision care
Application question(s):
- Please provide your relevant qualifications for this position
Experience:
- dental office management : 4 years (preferred)
Work Location: In person
