Assistant Office Manager

Assistant Office Manager

Position Summary

The Assistant Office Manager (AOM) supports the Dental Office Manager in ensuring the smooth and efficient operation of the dental practice. This role is instrumental in fostering a positive work environment, enhancing patient satisfaction, and contributing to the achievement of operational and financial goals.

The AOM collaborates closely with the Office Manager, clinical team, and front office staff to uphold high standards of service, organization, and professionalism. This position requires strong interpersonal skills, attention to detail, and the ability to manage multiple priorities in a dynamic healthcare setting.

Mission Statement

1. Promote a collaborative and respectful workplace that supports employee engagement and retention.
2. Ensure patient care and satisfaction remain central to all administrative processes and decisions.
3. Assist in driving operational efficiency and supporting the financial health of the practice.

Duties and Responsibilities

The AOM works under the guidance of the Office Manager and may provide oversight to patient coordinators, dental assistants, hygienists, and other support staff as needed. Key responsibilities include:

Leadership Support

• Model professional behavior and uphold the practice’s values and Code of Conduct.
• Foster open communication and trust among team members.
• Assist in resolving staff concerns with discretion and fairness.
• Support daily huddles and team meetings with a positive and organized approach.
• Help onboard new employees and provide ongoing coaching and support.
• Represent the practice professionally during community events and patient interactions.

Administrative and Operational Support

• Assist with staff scheduling to ensure optimal coverage and workflow.
• Review and verify timecards for accuracy prior to submission.
• Support the Office Manager in conducting performance reviews and staff evaluations.
• Help monitor inventory levels and coordinate supply orders.
• Ensure timely submission of invoices and expense reports.
• Collaborate with the Revenue Cycle Manager on patient account matters and collections.
• Support implementation of patient financing options and ensure staff are trained accordingly.

Patient Services

• Provide backup support for front desk operations, including patient registration and scheduling.
• Ensure accurate and timely communication of appointment changes and cancellations.
• Assist with insurance verification and financial counseling as needed.
• Monitor time-of-service payment collections and ensure compliance with practice protocols.
• Assign administrative tasks to support staff during downtime, such as patient follow-ups.
• Maintain patient records and ensure demographic information is current and accurate.

Requirements

Qualifications and Requirements

• Minimum of 1–2 years of experience in a dental or medical office setting.
• Prior experience in front office operations preferred.
• Strong organizational and time management skills.
• Professional demeanor with excellent communication and interpersonal abilities.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency in Microsoft Office and willingness to learn new software systems.
• Demonstrated initiative, reliability, and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexible and adaptable to changing priorities and assignments.