We are a state-of-the-art, fully digital, patient-centered dental practice seeking an Office Manager who is highly organized, customer service focused, and proactive. The ideal candidate is passionate about providing exceptional patient care, thrives in a leadership role, and brings a high level of emotional intelligence (EQ) and professionalism to the team.
If you are passionate about driving practice growth and fostering a positive team environment, we want to hear from you.
As the Office Manager/Treatment Coordinator, you will be responsible for the overall coordination of office operations, patient relations, financial workflows, staff management, and marketing support. This is a key leadership role that requires strong communication skills, a high degree of initiative and a service-oriented mindset.
Key Responsibilities
Patient Relations & Front Office Management
- Greet patients warmly and ensure a positive experience throughout their visit.
- Answer phone calls, emails, and messages promptly and professionally.
- Schedule and confirm appointments efficiently; manage cancellations and rescheduling.
- Collaborate with clinicians to create and present comprehensive treatment plans.
- Follow up with patients on pending treatment, post-operative care, outstanding accounts, or missed appointments.
- Handle patient inquiries, feedback, and concerns with empathy and professionalism.
- Serve as the point of first contact for patients requiring emergency care, outside of office hours.
- Monitor and improve patient satisfaction and retention rates.
Billing, Collections & Financial Administration
- Oversee billing processes, including insurance verification, claim submissions, and payment processing.
- Monitor accounts receivable and follow up on outstanding balances, ensuring that A/R never exceeds 3-months of gross billings..
- Work closely with Bookkeeper and Accountant to ensure accurate financial reporting.
- Manage payroll semi-monthly and verification of employee hours.
- Manage patient payment plans and financial options with discretion and clarity.
Team & Office Management
- Provide leadership and direction to administrative and clinical staff.
- Coordinate scheduling, vacations, and coverage to ensure optimal staffing levels.
- Conduct regular check-ins and team meetings to foster communication and collaboration.
- Maintain an organized, efficient, and welcoming office environment.
- Manage office inventory, order and restock supplies, and liaise with suppliers.
- Ensure compliance with all regulatory and safety standards.
- Serve as a liaison between staff and the Owner for problem-solving and performance concerns.
Marketing & Practice Growth
- Update practice website content (news, bios, services) and monitor for accuracy.
- Manage social media accounts with engaging and consistent posts.
- Request and manage patient reviews on Google and other platforms.
- Create and distribute patient newsletters and email updates.
- Support referral relationships by engaging with referring offices and sending thank-you notes or small tokens of appreciation.
Technology & Practice Management Software
- Use ABELDent practice management software to manage patient records, appointments, treatment plans, billing, and reporting.
- Train staff on software best practices and ensure efficient system use.
- Generate reports to track productivity, cancellations, collections, and patient flow.
Weekly Duties
- Confirm appointments and ensure treatment schedules are optimized.
- Review patient accounts and follow up on outstanding receivables.
- Meet with clinical and admin staff to discuss workflow and resolve issues.
- Post on social media platforms and engage with followers.
- Monitor and restock office and clinical supplies.
- Review schedule for upcoming week to ensure efficiency and minimize gaps.
- Prepare and submit payroll hours.
Monthly Duties
- Run and review financial reports (collections, receivables, production).
- Manage payroll semi-monthly and verify employee hours.
- Review insurance claims aging report and follow up on pending claims.
- Conduct brief one-on-one staff check-ins and team meeting.
- Track marketing activity: website visits, reviews, newsletter open rates.
- Assess office supplies and equipment for upcoming orders.
Quarterly/Annual Duties
- Conduct performance reviews and set goals with staff.
- Coordinate team-building activities or staff appreciation initiatives.
- Update fee guide and treatment pricing as needed.
- Review patient satisfaction metrics and implement service improvements.
- Audit inventory and equipment maintenance needs.
- Review and update office procedures, manuals, and training materials.
Qualifications & Attributes
Required:
- 3+ years of office management experience (dental or medical office preferred).
- Strong understanding of billing, insurance, and accounts receivable processes.
- Excellent verbal and written communication skills.
- Highly organized with strong attention to detail.
- Empathetic, patient-focused approach with exceptional customer service skills.
- High emotional intelligence (EQ), able to navigate conflict and motivate others.
- A curious problem-solver who asks questions, identifies gaps, and seeks solutions.
- Tech-savvy and comfortable with website management and social media platforms.
- Able to work a schedule of Monday-Thursday from 8:30am-6pm; up to two (2) Fridays a month (8:30-3); and up to two (2) Saturdays a month (8:30-5).
Preferred
- Experience using dental practice management software (ABELDent).
- Experience coordinating marketing newsletters, or promotions.
- Familiarity with dental insurance systems and billing codes.
- Leadership training or certification.
- CPR and/or health and safety certifications.
Job Types: Full-time, Permanent
Pay: From $70,000.00 per year
Benefits:
Application question(s):
- Do you live in the Greater Toronto Area? Yes/No
- Are you authorized to work in Canada? Yes/No
- Are you able to work up to two (2) Saturdays per month? Yes/No
Language:
Licence/Certification:
- CPR Certification (preferred)
Work Location: In person
Application deadline: 2025-10-24
Expected start date: 2025-11-03
