Summary:

Under the direction of the Dental Director, the Dental Manager provides administrative oversight of the dental clinic, including management of clinical and support staff, financial/productivity issues, operational issues, regulatory requirements and patient and provider relations. This position oversees all aspects of day-to-day operations of the dental clinic, including school-based dental services, to ensure compliance with regulatory requirements and departmental policies/procedures. The Dental Manager is responsible for the overall smooth running of the clinic and ensuring that clinic goals and objectives are met on a daily, weekly, quarterly, and annual basis.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Communication: Conveys information accurately and efficiently. Written communication is direct, concise, and easy to understand. Ability to speak clearly and concisely.
• Decision-making: Gathers necessary information to make good and timely decisions. Uses sound judgment and instincts.
• Directing others/Delegation: Assesses other staff member abilities and provides coaching and recognition.
• Planning/Priority setting: Organizes tasks and objectives in order of importance, timing, and predicted results. Works within measurable goals and outcomes.
• Problem solving: Works systematically to solve problems. Develops reasonable and timely resolutions. Ability to make suggestions on workflow or systems.
• Initiative: Takes prompt action to accomplish objectives. Seeks to resolve problems without being asked.

KEY FUNCTIONS:

• Manages dental staff

• Creation/updating of job descriptions as needed
• Oversee recruitment, hiring and orientation of new dental staff
• Oversee disciplinary processes
• Conduct annual performance evaluations and develop individual staff development as needed
• Oversee staff work schedules, time-off requests, timesheets
• Manage the development of new dental policies and procedures
• Update and maintain existing policies and procedures as needed
• Ensure dental staff understand and consistently follow all departmental policies and procedures
• Assists in overseeing the Infection Control program to ensure staff compliance with relevant policies and procedures with a special emphasis on data collection, maintenance of logs and the documentation process
• Assists in overseeing the Quality Assurance program—ensures the timely completion of QA audits and maintenance of QA files
• Oversees the equipment management process to ensure that all clinical and non-clinical equipment is properly maintained and repaired as needed; ensures that all equipment-related activities are properly documented
• Ensures dental department readiness for regulatory visits or surveys
• Oversees the system for managing clinical and non-clinical supplies and inventory, monitors expenses against budget
• Oversees the dental laboratory system and processes
• Manages the system for handling patient complaints and reporting adverse incidents
• Participate in planning and implementing the dental business (strategic) plan
• Assist in creation of the annual budget for dental
• Assist in determining financial and productivity goals for dental (number of visits/year, revenue/visit, procedures/visit, visits/provider)
• Generate regular reports to monitor data related to dental productivity (number of visits, number of procedures, provider-specific activity)
• Monitor payer mix to ensure that it supports financial sustainability of dental program
• Review dental Profit and Loss statement on a monthly, quarterly, and annual basis to ensure sustainability of dental program
• Meet with dental staff on a regular basis (weekly or monthly) to review departmental progress in meeting goals
• Closely monitor systems between front desk/reception, providers, and billing to ensure operations (scheduling, documentation of eligibility, collection of co-pays/outstanding patient balances, prior authorizations, dental charting/documentation of encounters and the claims submissions/reconciliation process) are working to maximize dental program revenue
• Coordinates strategies to increase utilization for all dental services
• Corresponds with dental staff to ensure effective communication and scheduling
• Creates, dispenses, and gathers consents from schools
• Plans, supports, and assists with special community outreach care programs
• Prepares and mails follow up correspondence to parents or patients
• Corresponds with parents to schedule students/patients with healthcare needs in office or for telehealth visits
• Creates charts and registers students to be scheduled
• Assists providers in assuring that all patient records and documents are properly and accurately completed and filed
• Assists with various clinical and administrative functions, as deemed appropriate
• Attends webinars, continuing education, meetings, in-services, and daily huddles
• Maintains patient confidentiality
• Possess strong organizational skills and ability to manage multiple tasks to completion
• Creates and monitors patient charts/encounters for the dental program
• Monitors patient flow and ensures correct processes are followed from necessary documentation, patient check in, patient check out, to include billing and payments
• Serve as the point of contact for the dental program, receiving telephone calls and directing appropriately with courtesy and professionalism
• Scanning of documents/consent packets
• Organizing and participating in dental services activities, educational events, and opportunities
• Manages all incoming and outgoing mail correspondence for the dental program
• Maintain adequate inventory of supplies for ordering purposes
• Maintains record keeping requirements
• Serve as back-up for dental services, cross-training for various positions
• Travel to other clinic sites outside of primary worksite will be required to meet operational needs
• Other duties as assigned

SKILLS:

• Skill in organizing resources and establishing priorities
• Ability to communicate effectively, both verbally and in writing
• Ability to maintain quality, safety and/or infection control standards
• Working knowledge of the operations and administration of a dental clinic
• Knowledge of dental supplies, equipment, and services
• Ability to develop and maintain record-keeping systems
• Ability to manage dental staff, including organizing, prioritizing, and scheduling work assignments
• Knowledge of patient care protocols, procedures, regulations, and standards
• Thorough understanding of dental front office operations, including reception/registration, scheduling, determination of eligibility, prior authorizations, and collection of co-pays/outstanding patient balances
• Thorough knowledge of dental insurances and billing operations
• Understanding of fiscal management principles and procedures
• Ability to make effective administrative/procedural decisions and recommendations
• Knowledge of dental clinic accreditation, licensure and quality control regulations, policies, procedures, and standards
• Skill in the use of computers with a Windows-based operating environment
• NextGen EDR expertise
• Conflict resolution
• Customer service
• Team building
• Time management
• Critical thinking
• Displays outstanding leadership skills
• Able to work effectively at all levels in a collaborative team environment
• Able to offer guidance and supervision in a constructive and appropriate manner
• Able to effectively lead staff meetings to review team progress in meeting financial and productivity goals for the dental program
• Places a high value on personal and departmental performance excellence
• Excellent organizational skills
• Professional manner and appearance
• Outstanding customer service and interpersonal skills
• Adheres to office dress code and standards of behavior
• Maintains patient confidentiality
• Uses sick time appropriately
• Responds professionally to high-pressure situations and time limits
• Works independently with little to no supervision

EDUCATION and/or EXPERIENCE:

• High School graduate or equivalent required
• Associate/bachelor’s degree in business or administrative certification in healthcare or public health related strongly preferred
• At least 3 years of administrative/high level clerical experience
• Experience with dental services or school-based health program strongly preferred
• Basic Life Support (BLS) certification required
• Participates in continued education

Grace Health provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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