Assistant Office Leader

Overview

The Assistant Operations Leader’s (AOL) primary responsibility is to partner with the doctors, the Operations Leader (OL), the Director of Market Operations (DMO), and support services to establish, and maintain a successful team. The Assistant Operations Leader supports the Operations Leader with efforts that ensure the affiliated or managed practice’s financial success by providing superior patient care and ensuring an appropriate and efficient use of human and financial resources. The AOL assists the Operations Leader with daily tasks while monitoring company policy and government regulation compliance. The position will also support the Operations Leader with business initiatives and objectives, while maintaining positive employee and patient relationships. The AOL also serves as the leader in the affiliated or managed practice in the Operations Leader’s absence

Responsibilities

  • Ensure that all patients receive the highest quality of care and service
    • Communicate with all patients (both in-person and by phone) in a friendly and professional manner
    • Develop and maintain positive, pleasant and professional relationships between patients, staff members and doctors
    • Resolve patient complaints effectively and in a timely manner
    • Support efforts that provide a clean and professional environment for all patients, including, but not limited to, ensuring that operatories are cleaned, supplies are adequate, equipment is maintained, and that the staff is incompliance with all Company policies and government regulations.
    • Oversee compliance with training, methods and tools.
  • Collaborate with the Operations Leader regarding human resources initiatives and staffing needs
    • Support recruitment activities and coordinate a timely and thorough orientation process for all new staff members.
    • Assist the Operations Leader in initiatives and activities that support the retention of quality staff members
    • Collaborate with the Operations Leader to ensure that all staff members are properly trained to perform duties of their position and provide re-training when necessary.
    • Collaborate with the Operations Leader to ensure that all staff members are properly trained to perform duties of their position and provide re-training when necessary.
    • Monitor, guide and direct staff towards quality patient care and appropriate financial decisions, and assist the staff to meet clearly defined goals and expectations. Share areas of concern to Operations Leader on matters of significance.
    • Act in supervisory capacity in absence of Operations Leader.
    • Ensure safe working environment by following OSHA and Dental Practice Act guidelines. Support compliance with HIPAA regulations.
  • Maximize financial resources of the affiliated or managed practice by maintaining accurate records and following Company procedures
    • Ensure adherence to patient scheduling process and protocols
    • Keep current and knowledgeable on insurance plans, co pays, fees and processes to effectively manage the affiliated or managed practice’s insurance component (fee schedules and collections, doctor in-network participation. etc.)
    • Ensure that payments are collected from patients at time of service
    • Support patient flow and maximize budgeted payroll hours by effectively scheduling staff
    • Support efforts that ensure that financial records are balanced and bank deposits are made on a daily basis
    • Monitor and control affiliated or managed practice expenses within budgeted amounts
    • Actively coordinate and support marketing directives to increase affiliated or managed practice revenues
  • Develop and maintain open and regular internal communication
    • In absence of or in collaboration with the Operations leader, conduct daily and monthly informational huddles with all staff members
    • Effectively and continuously communicate with doctors and support staff regarding practice goals, Company information and personnel management issues
    • Keep OL/DMO informed as appropriate and work with them to prevent and/or resolve issues

Qualifications

  • Education/Certification:
    • High School Diploma or equivalent required (some college, preferred)
    • Previous customer service and/or dental experience preferred
    • 2-3 years leadership/management experience preferred
  • Skills/Abilities:
    • Strong computer skills
    • Excellent communication, interpersonal and people management skills
    • Ability to handle multiple tasks
    • Ability to work in fast-paced environment
    • Analytical and detail-oriented
    • Able to work independently with exceptional initiative and sound judgment
    • Positive attitude, change advocate, able to lead by example
  • Work environment/Conditions:
    • Fast-paced dental office environment
    • Overtime sometimes required as needed to perform job functions
    • Some travel as needed for training and to perform job functions
    • Safety procedures required including protection to minimize the risks from X-rays
    • Potential long hours standing.

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. Dental One, Inc. and its affiliated and managed practices management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.


Meet Some of DentalOne Partners's Employees

Melissa M.

Senior Vice President, Operations

Melissa partners with 59 practices in the West region to set each team up for success by making sure in-office Operations Teams and support services are ready for patients.

Tanya F.

Operations Leader

Tanya oversees daily operations to make sure doctors in supported practices are successful and focused on dentistry—not administration. She also makes each day a new opportunity to strengthen and support her team.


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