Periodontal Office Manager

Periodontal Office Manager

Position: Office Manager
Practice: Periodontal Specialty Practice
Reports To: Periodontist/Practice Owner
Employment Status: Full-Time

Position Summary

The Office Manager is responsible for overseeing the day-to-day administrative and business operations of the periodontal practice while supporting a positive, professional experience for patients and staff. This position works closely with the periodontist to ensure the practice operates efficiently, maintains excellent patient service, and meets financial, regulatory, and operational goals.

The ideal candidate is an experienced dental professional or medical office manager who is highly organized, dependable, personable, detail-oriented, and comfortable taking ownership of practice operations.

Key Responsibilities

Practice Operations

- Oversee the daily operations of the periodontal office.
- Ensure the office is adequately staffed and operating efficiently.
- Develop and maintain office policies, procedures, and workflows.
- Coordinate provider and staff schedules.
- Monitor patient flow and help maintain an efficient schedule.
- Address operational issues and resolve problems promptly.
- Maintain a clean, professional, welcoming office environment.
- Coordinate office vendors, supplies, equipment, and service providers.
- Monitor inventory and control operating expenses.

Patient Relations

- Provide exceptional customer service and ensure patients receive a positive experience.
- Handle patient concerns, complaints, and difficult situations professionally.
- Assist patients with questions regarding appointments, treatment, financial arrangements, and insurance.
- Promote strong patient communication and follow-up.
- Help ensure treatment plans are scheduled and patients remain engaged in their recommended care.
- Maintain patient confidentiality and HIPAA compliance.

Financial & Insurance Responsibilities

- Oversee daily financial and billing activities.
- Monitor accounts receivable and outstanding patient balances.
- Review insurance claims, payments, denials, and outstanding accounts.
- Ensure accurate insurance verification and benefit documentation.
- Work with insurance companies regarding claims and payment issues.
- Monitor treatment estimates and patient financial arrangements.
- Review daily deposits, adjustments, refunds, and payment postings.
- Assist with monthly financial reporting and practice performance tracking.
- Monitor key financial indicators and identify opportunities for improvement.

Staff Management

- Supervise, train, and support administrative and clinical team members.
- Participate in hiring, onboarding, performance evaluations, and disciplinary processes.
- Establish clear expectations for staff performance and professionalism.
- Create staff schedules and coordinate time-off requests.
- Conduct and/or coordinate staff meetings and training.
- Encourage teamwork, accountability, and a positive workplace culture.
- Address employee conflicts and performance concerns appropriately.

Compliance & Risk Management

- Maintain compliance with HIPAA, OSHA, state dental regulations, and applicable employment requirements.
- Ensure required licenses, certifications, training, and documentation are maintained.
- Assist with implementation of office safety and infection-control policies.
- Maintain accurate employee and practice records.
- Protect patient and practice information.
- Ensure office policies are consistently followed.

Marketing & Practice Growth

- Support the growth and reputation of the periodontal practice.
- Maintain strong relationships with referring dentists and dental offices.
- Assist with referral outreach and communication.
- Monitor patient reviews and assist with reputation management.
- Identify opportunities to improve patient retention, scheduling, and treatment acceptance.
- Support community and professional networking activities when appropriate.

Qualifications

- Previous experience in dental, periodontal, oral surgery, medical, or healthcare office management preferred.
- Dental office management experience strongly preferred.
- Knowledge of dental insurance, billing, and collections.
- Strong understanding of scheduling and practice-management systems.
- Excellent communication and interpersonal skills.
- Strong organizational and problem-solving abilities.
- Ability to manage multiple priorities in a fast-paced environment.
- Demonstrated leadership and staff-management skills.
- Professional, dependable, and patient-focused.
- Strong computer skills and ability to learn new software.
- Knowledge of HIPAA and OSHA requirements.
- High level of discretion when handling confidential information.

Preferred Experience

Experience with a periodontal or dental specialty practice is highly desirable, particularly experience with:

- Periodontal treatment scheduling
- Dental insurance and specialty benefits
- Referrals from general dentists
- Treatment coordination
- Insurance claims and appeals
- Patient financial arrangements
- Accounts receivable management
- Dental practice-management software

Personal Characteristics

The successful candidate will be:

- Professional and approachable
- Organized and detail-oriented
- A confident leader
- Financially responsible
- Patient-centered
- Calm under pressure
- An excellent communicator
- Accountable and dependable
- Comfortable making decisions
- Able to work independently while being a strong team member

Compensation & Benefits

Compensation will be based on experience, qualifications, and responsibilities.

Potential benefits may include:

- Competitive salary
- Medical, and Vision insurance
- Paid time off
- Paid holidays
- Retirement plan/401(k)
- Employer retirement contribution or match
- Continuing education opportunities
- Professional development
- Employee dental benefits
- Paid training
- Performance-based incentives or bonuses, where applicable

Performance Expectations

Success in this position will be measured by the manager's ability to maintain efficient office operations, provide excellent patient service, support staff performance, improve financial performance, maintain regulatory compliance, and contribute to the continued growth and reputation of the periodontal practice.

This position is an important leadership role within the practice and requires someone who is willing to take ownership, solve problems, support the doctor and team, and consistently represent the practice with professionalism and integrity.