Business Office Managers

Position Description

The Business Office Manager is responsible and accountable for the results of and the day-to-day operations for assigned office(s). The Business Office Manager provides work flow direction, practice expectations and daily follow up to key business drivers. This position is the primary contact and resource for the Doctors in the practice. Other duties include human resources responsibilities to include staff supervision and performance reviews. The Business Office Manager will provide hands-on support as an auxiliary staff member as determined by the daily business.

Desired Characteristics

• Exceptional customer service skills
• Excellent oral and written communication skills
• Superior interpersonal skills
• Thrives in a team-based environment
• Reliable and dependable
• Displays a high degree of professionalism
• Analytical thinking and problem solving skills
• Exceptional organizational skills

Requirements
Previous customer service experience, basic math and computer skills, and general office equipment knowledge are requirements of this position. The position is an exempt position, requiring 40 hours minimum per week.

Desired Qualifications

• 2+ years front desk experience in a dental setting
• Previous people management experience
• Experience in employee relations and legal parameters/responsibilities

Essential Functions

• Actively participate in the morning huddle
• Sets an example of exemplary customer service
• Greet and assist patients in person and via the telephone
• Update patient charts and patient accounts
• Schedule patient appointments maximizing provider’s schedule
• Collect and record payments from patients
• Explain financial obligations and payment options – encourage patients to apply for CareCredit
• Promote Midwest/Mountain Dental – ask for patient referrals
• Process new patient paperwork
• Create new patient accounts
• Print route slips and schedules for the next day
• Review patient insurance eligibility from managed care list
• Establish and maintain patient call list
• Utilize various scripting for patient communication
• Create and send failed appointment letters
• Pull and file charts
• File EOB’s
• Review schedules for productivity on a daily and weekly basis
• Ensure all provider charges are posted correctly
• Confirm patient appointments
• Prepare and process referrals
• Maintain Support Center communication and support ticket follow up
• Process insurance submissions and pre-authorizations
• Verify and process daily bank deposits
• Manage delinquent patient accounts and follow up patient complaints
• Order office supplies
• Troubleshoot, install, and follow up on technology issues
• Accurately submit write off and refund requests
• Adhere to HIPAA privacy policy
• Enforce Standard Operating Procedures and office protocol – report accidents and exposures
• Meet/exceed provider performance and office performance goals
• Submit weekly summary and office projections to Regional Director
• Co-lead monthly staff meetings with doctor(s)
• Assist the recruiting department with tours and meet & greets
• Coordinate doctor transition
• Verify month-end – provider charges and hours
• Staff PTO approval
• Time clock management – clear flags and adjust hours
• Schedule office training – CPR, lunch & learns, etc.
• Coordinate daily staffing per schedules
• Recognize staff accomplishments
• Maintain a neat and professional physical plant indoor/outdoor – coordinate cleaning/service contracts as necessary
• Coordinate office events with the marketing department
• Coordinate long term staffing and LOA coverage
• New employee training
• Recruiting, interviewing, and hiring auxiliary staff
• Document employee performance and inter-office conflict confidentially
• Employee terminations and discharge
• Conduct employee performance evaluations with doctor(s)
• Follow employment law practices
• Proactive goal setting with office providers
• Ensure doctors meet their contracted hours
• Other related duties as assigned