Dental Office Manager – Fee-for-Service Emergency Practice

Emergency Oral Care Center of Texas
Arlington, Texas | Full-Time | On-Site

Position Overview

Emergency Oral Care Center of Texas is seeking an experienced Dental Office Manager to join our existing leadership team. We are a high-volume, seven-day emergency dental practice providing same-day and comprehensive dental treatment.

The ideal candidate must have prior management experience in a fee-for-service dental office and a strong understanding of treatment presentation, patient financing, collections, case acceptance, team accountability, and daily dental operations.

This is a hands-on leadership position for someone who is comfortable working in a fast-paced environment, solving problems in real time, and holding the team accountable to clearly established clinical, financial, and patient-service standards.

Primary Responsibilities

Practice Operations

Help oversee the daily operations of a busy, seven-day emergency dental practice.
Work collaboratively with ownership, doctors, the current management team, and clinical leads.
Maintain efficient patient flow for scheduled patients, walk-ins, same-day appointments, and emergencies.
Ensure adequate front-office and clinical staffing for each shift.
Conduct daily huddles and communicate production goals, staffing needs, schedule concerns, and operational priorities.
Identify workflow problems and implement practical, measurable solutions.
Ensure the office opens, operates, and closes according to established procedures.
Provide management coverage during evenings, weekends, or other high-demand periods as assigned.

Fee-for-Service Financial Management

Maintain firm and consistent financial policies, including collection of required payments before treatment begins.
Ensure treatment plans, fees, payment expectations, and financing options are presented clearly and accurately.
Support the team in converting emergency visits into accepted and completed treatment.
Train and coach team members on treatment presentation, patient communication, follow-up, and case acceptance.
Monitor patient financing applications and payments through programs such as Cherry, Sunbit, and other approved financing providers.
Review daily production, collections, deposits, outstanding balances, refunds, and payment discrepancies.
Help prevent unauthorized discounts, incomplete financial arrangements, and treatment performed without appropriate payment authorization.
Address chargebacks, refund requests, and financial complaints in coordination with ownership.
Maintain the confidentiality of patient financial and health information.

Team Leadership and Accountability

Supervise, coach, and support front-office employees, treatment coordinators, engagement coordinators, RDAs, and shift leads.
Establish clear daily responsibilities and follow up to confirm completion.
Monitor attendance, punctuality, professionalism, productivity, and compliance with scheduled hours.
Participate in interviewing, hiring, onboarding, training, performance evaluations, corrective action, and staff development.
Address performance or conduct concerns promptly, professionally, and consistently.
Build a culture of urgency, teamwork, accountability, respectful communication, and excellent patient care.
Ensure team members remain within their assigned roles and permitted scope of practice.
Document employee coaching, attendance concerns, incidents, and corrective actions appropriately.

Patient Experience and Service Recovery

Ensure every patient is treated professionally, respectfully, and without inappropriate patient selection.
Assist with escalated patient concerns, complaints, treatment delays, billing questions, and service-recovery situations.
Ensure patients receive accurate information without staff making unauthorized promises or clinical statements.
Monitor patient follow-up, unscheduled treatment, incomplete treatment plans, and missed appointments.
Maintain a welcoming, organized, and patient-centered environment.
Protect the practice’s reputation through timely, professional resolution of concerns.

Compliance and Quality Assurance

Help maintain compliance with HIPAA, OSHA, Texas State Board of Dental Examiners requirements, infection-control standards, radiology requirements, and practice policies.
Ensure required patient forms, informed consents, financial agreements, clinical documentation, and supporting radiographs are completed.
Assist with compliance files, employee credentials, training records, incident reports, and required office documentation.
Support clinical leads in maintaining sterilization, operatory turnover, inventory, equipment, and safety protocols.
Report clinical, safety, compliance, or documentation concerns to ownership or the appropriate provider immediately.
Assist with internal audits and corrective-action plans.

Performance Management

The manager will help monitor and improve key performance indicators, including:

New-patient volume
Consultation-to-treatment conversion
Treatment-plan acceptance
Same-day treatment acceptance
Daily production and collections
Collection percentage
Financing approval and utilization
Unscheduled treatment
Cancellations and no-shows
Patient wait times
Staffing costs and overtime
Patient complaints and service-recovery outcomes
Documentation and compliance completion
Required Qualifications
Minimum of three years of dental office experience.
Minimum of two years of dental leadership or management experience.
Prior hands-on experience managing or leading a fee-for-service dental office is required.
Demonstrated experience presenting comprehensive treatment plans and financial arrangements.
Strong knowledge of dental scheduling, patient flow, collections, case acceptance, and payment-plan administration.
Experience supervising both administrative and clinical dental team members.
Ability to review practice reports and use performance data to coach the team.
Strong conflict-resolution, organizational, and written communication skills.
Ability to remain calm, professional, and decisive in a high-volume emergency environment.
Ability to protect confidential patient, employee, and business information.
Reliable attendance and flexibility to work assigned evenings or weekends.
Preferred Qualifications
Experience in emergency dentistry, oral surgery, or a high-volume same-day treatment practice.
Experience with Dentrix Ascend or a similar dental practice-management system.
Experience with Cherry, Sunbit, or comparable patient-financing platforms.
Knowledge of Texas dental-office compliance requirements.
Experience with insurance verification and claims in a practice that also maintains strong fee-for-service collection standards.
Bilingual English and Spanish communication skills.
Experience opening, expanding, or standardizing operations across multiple dental locations.
What We Are Looking For

The successful candidate will be:

Accountable and consistent
Financially disciplined
Confident presenting treatment and payment options
Comfortable enforcing practice policies
Organized and attentive to detail
Proactive rather than reactive
Respectful but direct when addressing performance concerns
Able to lead through busy and unpredictable clinical days
Focused on both excellent patient care and sustainable practice growth
Compensation and Benefits
Competitive compensation based on relevant dental management and fee-for-service experience
Performance-based bonus eligibility
Opportunities for professional growth as the organization expands
Employee benefits available according to practice policy and eligibility requirements
How to Apply

Please submit your résumé along with a brief description of your fee-for-service dental management experience. Applicants should be prepared to discuss:

The size and type of dental office previously managed
Monthly production or collection responsibilities
Experience with treatment-plan presentation and case acceptance
Methods used to improve team accountability and patient flow
Experience managing patient complaints and financial concerns
Availability for evening and weekend management coverage

Emergency Oral Care Center of Texas is an equal opportunity employer. Employment decisions are based on qualifications, experience, performance, and the operational needs of the practice.