Job Description

We are a state-of-the-art, fully digital, patient-centered dental practice seeking an Office Manager who is highly organized, customer service focused, and proactive. The ideal candidate is passionate about providing exceptional patient care, thrives in a leadership role, and brings a high level of emotional intelligence (EQ) and professionalism to the team.

If you are passionate about driving practice growth and fostering a positive team environment, we want to hear from you.

As the Office Manager/Treatment Coordinator, you will be responsible for the overall coordination of office operations, patient relations, financial workflows, staff management, and marketing support. This is a key leadership role that requires strong communication skills, a high degree of initiative and a service-oriented mindset.

Key Responsibilities

Patient Relations & Front Office Management

Greet patients warmly and ensure a positive experience throughout their visit. Answer phone calls, emails, and messages promptly and professionally. Schedule and confirm appointments efficiently; manage cancellations and rescheduling. Collaborate with clinicians to create and present comprehensive treatment plans. Follow up with patients on pending treatment, post-operative care, outstanding accounts, or missed appointments. Handle patient inquiries, feedback, and concerns with empathy and professionalism. Serve as the point of first contact for patients requiring emergency care, outside of office hours. Monitor and improve patient satisfaction and retention rates.

Billing, Collections & Financial Administration

Oversee billing processes, including insurance verification, claim submissions, and payment processing. Monitor accounts receivable and follow up on outstanding balances, ensuring that A/R never exceeds 3-months of gross billings.. Work closely with Bookkeeper and Accountant to ensure accurate financial reporting. Manage payroll semi-monthly and verification of employee hours. Manage patient payment plans and financial options with discretion and clarity.

Team & Office Management

Provide leadership and direction to administrative and clinical staff. Coordinate scheduling, vacations, and coverage to ensure optimal staffing levels. Conduct regular check-ins and team meetings to foster communication and collaboration. Maintain an organized, efficient, and welcoming office environment. Manage office inventory, order and restock supplies, and liaise with suppliers. Ensure compliance with all regulatory and safety standards. Serve as a liaison between staff and the Owner for problem-solving and performance concerns.

Marketing & Practice Growth

Update practice website content (news, bios, services) and monitor for accuracy. Manage social media accounts with engaging and consistent posts. Request and manage patient reviews on Google and other platforms. Create and distribute patient newsletters and email updates. Support referral relationships by engaging with referring offices and sending thank-you notes or small tokens of appreciation.

Technology & Practice Management Software

Use ABELDent practice management software to manage patient records, appointments, treatment plans, billing, and reporting. Train staff on software best practices and ensure efficient system use. Generate reports to track productivity, cancellations, collections, and patient flow.

Weekly Duties

Confirm appointments and ensure treatment schedules are optimized. Review patient accounts and follow up on outstanding receivables. Meet with clinical and admin staff to discuss workflow and resolve issues. Post on social media platforms and engage with followers. Monitor and restock office and clinical supplies. Review schedule for upcoming week to ensure efficiency and minimize gaps. Prepare and submit payroll hours.

Monthly Duties

Run and review financial reports (collections, receivables, production). Manage payroll semi-monthly and verify employee hours. Review insurance claims aging report and follow up on pending claims. Conduct brief one-on-one staff check-ins and team meeting. Track marketing activity: website visits, reviews, newsletter open rates. Assess office supplies and equipment for upcoming orders.

Quarterly/Annual Duties

Conduct performance reviews and set goals with staff. Coordinate team-building activities or staff appreciation initiatives. Update fee guide and treatment pricing as needed. Review patient satisfaction metrics and implement service improvements. Audit inventory and equipment maintenance needs. Review and update office procedures, manuals, and training materials.

Qualifications & Attributes

Required:

3+ years of office management experience (dental or medical office preferred). Strong understanding of billing, insurance, and accounts receivable processes. Excellent verbal and written communication skills. Highly organized with strong attention to detail. Empathetic, patient-focused approach with exceptional customer service skills. High emotional intelligence (EQ), able to navigate conflict and motivate others. A curious problem-solver who asks questions, identifies gaps, and seeks solutions. Tech-savvy and comfortable with website management and social media platforms. Able to work a schedule of Monday-Thursday from 8:30am-6pm; up to two (2) Fridays a month (8:30-3); and up to two (2) Saturdays a month (8:30-5).

Preferred

Experience using dental practice management software (ABELDent). Experience coordinating marketing newsletters, or promotions. Familiarity with dental insurance systems and billing codes. Leadership training or certification. CPR and/or health and safety certifications.
Job Types: Full-time, Permanent

Pay: From $70,000.00 per year

Benefits:

Extended health care
Application question(s):

Do you live in the Greater Toronto Area? Yes/No Are you authorized to work in Canada? Yes/No Are you able to work up to two (2) Saturdays per month? Yes/No
Language:

English (required)
Licence/Certification:

CPR Certification (preferred)
Work Location: In person

Application deadline: 2025-10-24
Expected start date: 2025-11-03