Dental Office Manager | Boutique Private Practice

Position: Office Manager / Patient Experience Lead

Schedule: Full-Time, Monday–Thursday. 2-3 Fridays each month

About Our Practice

We are a growing, privately owned dental practice focused on creating a different kind of dental experience—one built on genuine relationships, exceptional clinical care, and thoughtful attention to detail.

Our vision is to combine the warmth and personalization of a boutique practice with the professionalism, efficiency, and elevated service of a luxury hospitality experience.

We believe patients should feel recognized, listened to, and genuinely cared for from their first phone call to the completion of their treatment.

We are looking for an experienced, motivated Office Manager who shares this vision and is excited to help build something exceptional.

About the Role

This is a hands-on leadership position for someone who enjoys both managing the business side of dentistry and creating meaningful patient relationships.

As a growing practice, our Office Manager will be actively involved in front desk operations while also taking ownership of scheduling, financial systems, patient communication, team coordination, and overall practice performance.

We are looking for someone who doesn't simply maintain an office but takes pride in improving it.

Key Responsibilities

Practice Operations & Leadership

• Oversee daily operations to ensure a smooth, organized, and efficient patient experience.

• Develop and maintain effective administrative workflows, systems, and office protocols.

• Monitor daily and monthly practice performance, including production, collections, scheduling efficiency, and outstanding treatment.

• Help establish measurable practice goals and work collaboratively with the doctor to achieve them.

• Hold team members accountable while fostering a respectful, positive, and collaborative work environment.

• Identify opportunities for operational improvements and proactively implement solutions.

Patient Experience & Relationship Management

• Create a warm, professional, highly personalized experience for every patient.

• Build lasting relationships through thoughtful communication, attention to detail, and consistent follow-through.

• Manage patient concerns with empathy, professionalism, and a solutions-oriented approach.

• Ensure patients understand their treatment recommendations, financial options, and next steps.

• Help establish a practice culture where patients feel valued rather than rushed or pressured.

Scheduling & Financial Management

• Manage and optimize the schedule to support excellent patient care and productive clinical days.

• Maintain accurate patient accounts and oversee collections, financial arrangements, and insurance claims.

• Navigate out-of-network insurance benefits and communicate clearly about reimbursement and patient financial responsibilities.

• Coordinate treatment presentation and follow-up to help patients confidently move forward with recommended care.

• Monitor outstanding balances, unscheduled treatment, and overdue recall appointments.

Practice Growth & Development

• Support community outreach, patient retention, referral development, and marketing initiatives.

• Develop processes that strengthen the practice's reputation and long-term growth.

• Collaborate with the doctor on new ideas that enhance the patient experience and improve practice performance.

Who We're Looking For

Our ideal candidate is:

• Exceptionally reliable: Someone whose word can be trusted and who consistently follows through.

• Proactive and resourceful: Identifies challenges and takes initiative without needing constant direction.

• Warm and polished: Naturally makes patients feel comfortable, respected, and welcomed.

• Organized and detail-oriented: Takes pride in maintaining accurate records and efficient systems.

• Accountable: Owns mistakes, receives feedback constructively, and focuses on solutions.

• Business-minded: Understands that great patient care and a financially healthy practice go hand in hand.

• Team-oriented: Willingly steps outside their primary responsibilities when the practice needs support.

• Growth-focused: Excited to build systems, improve processes, and grow alongside the practice.

Qualifications

• Prior dental office management experience strongly preferred.

• Strong understanding of dental scheduling, insurance billing, collections, and treatment coordination.

• Experience working in a fee-for-service or out-of-network dental practice is a plus.

• Strong communication, organizational, and leadership skills.

• Comfort working with practice management software and tracking performance metrics.

What We Offer

• Competitive compensation based on experience.

• Opportunity for performance-based incentives.

• A privately owned practice where your ideas and contributions matter.

• The opportunity to play a meaningful role in building and shaping a growing business.

• A supportive environment that values professionalism, integrity, teamwork, and excellent patient care.

• Health insurance, Dental care at cost for you and your immediate family, 401k with match, PTO

If you're someone who takes pride in creating an exceptional patient experience, enjoys building efficient systems, and wants to be part of a practice with a long-term vision, we'd love to hear from you.