Assistant Office Manager

Our office is seeking a highly motivated, organized, and patient-focused Assistant Office Manager to join one of our supported dental practices full-time. This role is ideal for someone with strong dental front office experience, a desire to lead, a thirst for growth, who finds joy in supporting daily operations, improving workflows, and creating an outstanding patient experience.

As the Assistant Office Manager, you will be a member of the Office Leadership Team, alongside the Office Business Manager you support and the practice’s doctor-leaders. You’ll support front office operations, patient communication, scheduling, insurance coordination, billing support, treatment follow-up, and team workflow. This position requires strong communication, attention to detail, the ability to multitask, and a commitment to teamwork, accountability, and excellent patient care.

Core Responsibilities
• Support daily front office operations, including patient check-in/check-out, phones, email, scheduling, appointment confirmations, and patient follow-up. Provide a welcoming, professional, and compassionate experience for every patient.
• Assist with schedule management, treatment coordination and follow-up, patient communication, and front office workflows to support practice goals.
• Coordinate communication between the front office, clinical team, providers, Office Business Manager, and Apex support teams.
• Support insurance and billing processes, including benefit verification, claims follow-up, accounts receivable, payment collection, deposits, and basic billing questions.
• Review treatment plan fees, payment options, and financing options with patients as directed by the clinical team and practice leadership.
• Maintain accurate patient records, documentation, schedules, and account information while following HIPAA and confidentiality requirements.
• Assist the Office Business Manager with reporting, team coordination, workflow support, administrative tasks, and follow-through on priorities.
• Help ensure office policies, systems, and workflows are followed consistently and accurately.
• Identify opportunities to improve patient experience, team communication, office efficiency, and overall practice performance.
• Own the success of in-house specialist’s schedules to ensure they are consistently scheduled above goal, their schedule is optimized, and the team and patients are prepared to support a productive, well-organized day.

Qualifications
• High school diploma or equivalent required; college degree or healthcare administration training preferred.
• 1–2 years of experience working in dental, medical, veterinary or other practice preferred.
• Dental front office, administration, or leadership experience strongly preferred.
• Experience with insurance verification, claims processing, billing, accounts receivable, payment collection, and patient account management preferred.
• Experience with treatment coordination, presenting treatment to patients, and achieving productive provider schedules by scheduling consistently above goal.
• Experience working with dental practice management software preferred.
• Knowledge of dental terminology, treatment plans, patient financing, explanation of benefits, and insurance processes preferred.
• Strong communication, customer service, organization, and problem-solving skills.
• Ability to multitask, prioritize, and follow through in a fast-paced environment.
• A demonstrated desire to grow is a strong plus (demonstrated by membership in the American Association of Dental Office Management, CE taken, etc)
• Professional, dependable, detail-oriented, trustworthy, and committed to patient confidentiality.
• Supervisory, team lead, training, or staff coordination experience preferred, but not required.

Benefits
• Relaxed, friendly, and fun culture filled with smart colleagues across the entire organization
• Opportunity to play a role in the success of a rapidly growing company
• Competitive pay including incentives aligned with your contributions
• Comprehensive health, dental, and vision benefits
• 401K plan with up to 4% matching