Orthodontic Office Manager

Description

Smilebuilderz is seeking an organized, motivated, and experienced Office Manager to oversee the daily operations of our orthodontic department. The ideal candidate will have strong leadership and communication skills, excellent organizational abilities, and a passion for creating a positive experience for both patients and team members.

Previous experience working in an orthodontic practice is preferred, particularly in a leadership or supervisory role. We are looking for someone who can effectively manage daily operations, support and develop team members, maintain efficient patient flow, and actively contribute to the growth and development of our orthodontic department through community outreach and professional relationship building.

Schedule: Monday – Friday 7:30 AM – 5:15 PM

Requirements

Office Operations & Management

• Oversee the daily operations of the orthodontic office to ensure efficiency and productivity.
• Manage daily schedules, patient flow, and appointment coordination.
• Monitor office performance, productivity, and operational goals.
• Identify opportunities to improve workflows and overall office efficiency.
• Ensure compliance with office policies, procedures, and applicable regulations.
• Address operational challenges and provide solutions in a timely manner.

Team Leadership & Development

• Provide leadership, guidance, and support to orthodontic team members.
• Assist with recruitment, onboarding, training, and development of employees.
• Promote a positive, collaborative, and accountable team environment.
• Conduct regular team meetings and communicate departmental expectations.
• Address employee concerns and performance issues in collaboration with HR and leadership.
• Ensure appropriate staffing and assist with coverage when needed.

Patient Experience

• Ensure patients and families receive exceptional customer service.
• Address patient concerns and assist with resolving scheduling or service-related issues.
• Promote patient retention and satisfaction.
• Support effective communication between patients, families, providers, and team members.

Clinical & Administrative Coordination

• Work closely with orthodontists and clinical staff to support daily patient care operations.
• Oversee scheduling practices to maximize provider productivity and chair utilization.
• Monitor treatment scheduling, patient follow-up, and appointment coordination.
• Ensure appropriate administrative processes are followed.
• Maintain effective communication between the orthodontic department and other smilebuilderz locations and departments.

Community Outreach & Marketing

• Visit local dental offices and community organizations to promote smilebuilderz's orthodontic services and build professional relationships.
• Serve as an ambassador for the orthodontic department by educating local offices about available services, providers, and treatment options.
• Develop and maintain relationships with general dentists and other local referral sources to encourage orthodontic referrals.
• Coordinate marketing initiatives, outreach events, and promotional activities to increase awareness of the orthodontic team.
• Identify opportunities to expand the orthodontic department's referral network and attract new patients.
• Collaborate with smilebuilderz leadership and marketing to support department growth and community engagement.
• Track outreach efforts, referral activity, and new patient growth to evaluate the effectiveness of marketing initiatives.

Education & Qualifications

• High school diploma or equivalent required.
• Previous management or supervisory experience preferred.
• Previous experience working in an orthodontic practice preferred.
• Knowledge of orthodontic procedures, terminology, and patient scheduling preferred.
• Strong leadership, communication, and organizational skills.
• Ability to manage competing priorities in a fast-paced healthcare environment.
• Excellent problem-solving and decision-making abilities.
• Proficiency with dental or orthodontic practice management software preferred.
• Ability to build positive relationships with patients, families, providers, and employees.
• Ability and willingness to travel locally for community outreach and marketing activities.