Office Manager

Clinical Office Manager - Dental Visions, a Cherry Tree Dental Office
Weston, WI
Full-Time, Exempt

Dental Visions, a Cherry Tree Dental office, is seeking a Full-Time, Exempt Clinical Office Manager to help lead and support the daily operations of our dental practice in Weston, WI.

The Clinical Office Manager is the operational backbone of the practice, responsible for ensuring its smooth, efficient, and profitable function. This dynamic role includes oversight of administration, finances, human resources, patient relations, marketing, and compliance. As the central liaison between clinical staff, administrative teams, and patients, the manager upholds high standards of care, service, and operational excellence. Balancing people, processes, and profitability, they must be both strategic and hands-on, ensuring everything from insurance claims to team culture, and supports quality patient care and practice success.

Benefits:

• Health insurance
• Vision insurance
• Dental insurance
• 401k with employer contribution
• Life insurance
• Paid Time Off
• Paid Holidays

What you'll do:

Administrative Management

• Oversee daily front office operations to maintain organization and workflow efficiency.
• Manage and maintain patient records in compliance with HIPAA regulations.
• Implement and uphold office policies and standard operating procedures.
• Ensure practice management software is updated and properly utilized.
• Coordinate staff meetings, continuing education sessions, and team training.

• Monitor and manage accounts receivable (A/R) and accounts payable (A/P).
• Supervise insurance billing, claims processing, and follow-ups.
• Ensure accurate collection of co-pays and patient balances at the time of service.
• Reconcile daily deposits, generate financial reports, and track cash flow.
• Develop and maintain the office budget, identifying cost-saving opportunities.

• Recruit, hire, train, and manage personnel.
• Conduct staff performance reviews and provide regular coaching and feedback.
• Manage daily and long-term staff scheduling to ensure optimal patient flow and service coverage.
• Foster a positive team culture, mediate conflicts, and support staff engagement.
• Ensure adherence to employment laws, OSHA standards, and state dental board regulations.

• Ensure a welcoming and professional patient experience from scheduling to post-treatment follow-up.
• Resolve patient concerns or complaints in a prompt and professional manner.
• Oversee the new patient intake process and ensure effective communication at all stages.
• Promote treatment acceptance through financial consultations and patient education.
• Manage patient recall and reactivation programs to support continuity of care.

• Monitor key performance indicators (KPIs), such as:
  • Production
  • Collection rate
  • New patient numbers
  • Patient retention
• Collaborate on marketing strategies, such as reviews, referrals, or social media.
• Build relationships with referring providers and community partners.

• Ensure compliance with HIPAA, OSHA, and infection control regulations.
• Maintain and organize necessary documentation (e.g., licenses, MSDS sheets, safety inspection logs).
• Conduct regular audits to assess regulatory compliance and operational efficiency.

What we seek:

• Bachelor's degree in healthcare administration, business, or related field.
• Education and related work experience can be considered in lieu of bachelor's degree.
• Three (3) years' experience in dental or healthcare administration.
• Prior office manager experience
• Proficient or the ability to become proficient within 90 days in dental practice management software (e.g., Dentrix, Open Dental, Eaglesoft).
• Proficient in Microsoft Office Suite.
• Strong leadership and team management skills.
• Excellent organizational, multitasking, and problem-solving skills.
• Knowledge of dental insurance processes, CDT coding, and billing practices.
• Exceptional interpersonal and communication skills.
• Understanding of HIPAA, OSHA, and state regulatory requirements.