Practice Administrator at Hayes Family Dentistry

Compensation

Base Salary

$60K to $90K per Year

Schedule

Tue,Mon,Wed,Thur,Fri

Description

Hayes Family Dentistry has been expanding in patient base, numbers of employees and operations in the last several years. We take pride in providing our patients with the highest quality dentistry using state of the art equipment and techniques. We also take pride in providing a supportive, team atmosphere where employees can contribute and grow within a structured, professionally run business.

Currently, our office is comprised of 3 dentists, 4 hygienists, clinical and administrative support staff.

The office uses Eaglesoft Dental Practice Management Software and QuickBooks Accounting Software.

Our work week is currently Monday-Friday. We generally see patients from 8:00 – 4:00 pm.

We offer an attractive compensation and benefits package which includes a performance

commission, health insurance, dental benefits, vacation, and holiday (after 90 days of

employment), and a retirement plan (after 1 year of employment).

Overview of Position

The Practice Administrator position requires significant flexibility and skill in a variety of areas. First and foremost, the position will be responsible for managing the day-to-day operations of the office. The Practice Administrator will facilitate communication between staff groups (front office, assistants, hygienists, doctors and administrative team) and will specifically be a resourcefor training all front office systems and philosophy and for assisting with this work as needed. The position will also manage all aspects of Human Resources including hiring, training, coaching, evaluating, conflict resolution, disciplinary issues, and dismissal of employees. These responsibilities will be conducted with the goal of fostering a positive, teamwork environment for all team members.

The Practice Administrator will be responsible for keeping track of all practice performance indicators, including production and collections goals, treatment presentation and case acceptance, patient retention, new patient numbers, cash flow management, and accounts payable and receivable. He/She will be expected to react to relevant financial data about the performance of the practice. Finally, this position will be the liaison and manager for IT systems and building/equipment maintenance.

Benefits:

We offer an attractive compensation and benefits package which includes performance commission, health insurance, dental benefits, vacation, and holiday (after 90 days of employment), and a retirement plan (after 1 year of employment).

Job Requirements

Education

Bachelor’s degree required; Master’s degree preferred

Experience

Minimum of five years of progressive management experience in the healthcare industry, including significant HR experience, required; dental experience preferred

Skills and Abilities

Demonstrable skill in exercising a high degree of initiative, judgment, discretion, organization and decision-making to achieve organizational objectives. Demonstrable skill in establishing and maintaining effective working relationships with team members and patients. Demonstrable ability to assume responsibility and exercise authority over assigned functions. Demonstrable ability to organize and integrate organizational priorities and deadlines.

Commitment

Availability to work Monday-Friday approximately 50 hours/week

Willingness to take calls and/or check emails in the evenings and on the weekends as necessary

Committed to constant and never ending improvement. Growth ~ Growth ~ Growth!

Responsibilities

Daily Operations

 Lead morning meetings to review and plan for the day (this task will be assigned to staff

leaders but the process will be overseen and reviewed by Practice Administrator)

 Ensure that offices are properly staffed at all times

 Approve time off requests and arrange appropriate coverage

 React to dynamically changing circumstances with patients and staff, and direct resources

appropriately

 Establish a Master calendar for each year (set holidays, make on-call schedule, time-off

for staff) for approval by owner

 Resolve conflicts with patients

 Review and approve requests to make exceptions to policies (financing, scheduling, etc)

 Lead regular (weekly, monthly, quarterly) meetings of various teams

 Send out a Weekly Update to all team members as well as communicate the information

in the Morning Meeting

 Ensure compliance with all regulatory requirements (OSHA, HIPPA, MSDS, Infection

Control)

 Assist the doctors in creating and implementing new clinical protocols as necessary and

maintain documentation of existing protocols in organized manner for reference

 Manage Account Payable

 Monitor Cash Flow

Front Office Team

 Serve in any front office position as needed (during staff shortage, to cover vacations,

etc)

 Direct daily front office focus and efforts related to patient service and performance

indicators

 Create and implement new front office protocols as necessary and maintain

documentation of existing protocols in organized manner for reference

 Insurance Company Liaison – fee schedule negotiation

Human Resource Management

 Hire new team members (create job descriptions, advertise, interview, evaluate,

recommend compensation)

 Train and coach all team members (develop training plans for new team members,

document all training systems, document efforts to train/retrain as necessary)

 Supervise performance evaluations (provide structure for the process, gather information

and ensure that meetings occur on schedule)

 Resolve conflicts among team members

 Initiate and summarize employee engagement surveys and results

 Conduct conflict resolution and disciplinary meetings as needed (ensure consistent

application of policies and document issues as they arise)

Practice and Performance Monitoring

 Gather and review performance indicators on a daily, weekly, monthly basis and react

appropriately

 Meet with practice owner monthly and quarterly to review performance measures and

indicators and suggest appropriate strategies

 Participate in formulation and monitoring of significant components of the annual budget

Other Tasks

 Act as liaison/manager for IT (resolve immediate problems, coordinate activity of

3

rdparty provider, plan for and coordinate the implementation of new hardware and

software)

 Ensure functionality and presentation of the building & equipment (regularly audit for

appearance and functionality, resolve immediate problems, coordinate activity of 3rdparty

providers, plan and supervise routine maintenance and upgrades)

 Approve invoices and timesheets as appropriate

 Approve A/R accounts to go to collections and/or be written off

 Oversee marketing campaigns and support the work of marketing coordinator

 Responsible to cultivate the culture and vision of the owners

 Anything else that springs up!

 Computer Skills: Strong Knowledge of Excel and Word required. Knowledge of

Eaglesoft and Quick Books a plus.

Education Required: Bachelor’s Degree; Master’s Degree preferred

Fields of Expertise: Management, Human Resources, Dentistry and/or healthcare a plus

Security Clearance Required: Yes