Job Details

Preferred Search Group is partnering with a top-rated private pediatric dental office in Helena to find a Practice Manager. This position will oversee the practice's daily operations, manage and train staff, run payroll, implement business strategies, and ensuring financial success and metrics are met.

Candidates need to be available Monday - Friday between 6:00a and 6:00p (employee will work 45 hours per week)

Responsibilities:

Leadership:

• Ensure day to day functioning of entire clinic is running smoothly, harmoniously, and efficiently
• Ensure all patients and parents are having a 5-star experience from start to finish both in person, on the phone, and online
• Check in with Front and Back leads at beginning of each day to discuss priorities, potential issues and solutions
• Reassign front roles and pull assistants from the back as needed to provide efficient use of staff
• Coordinate and Mediate Leadership and Doctor meetings, compose agendas, update action lists, send follow-up minutes
• Establish positive culture and relationships amongst staff through team meetings, culture committee, and day to day interactions
• Plan and facilitate all staff meetings, training, and team building activities
• Communicate with leadership team to make sure we are anticipating and proactively planning for the needs of the business, our staff and our patients
• Implements, champions, and distributes office policies created at doctor meetings
• Acts as a liaison between staff, doctors, and leadership team for routine matters such as time off requests, schedule changes, questions about policies and procedures, special projects, etc.

Training/Staffing

• Create and implement training protocols for needed topics based on business needs and priorities to continually upgrade the knowledge of the staff
• Write reference sheets and short training modules for front end duties, train new hires and back staff on topics as needed
• Conduct hands on training for staff
• Regularly check in with Doctors, Leadership team on areas where we need more training
• Participate in workshops and off-site training days, debrief these days with team during team meetings
• Participate in employee reviews, track employee progress on individual goals
• Conduct interviews and job screening for potential new hires
• Confirm employee schedules complete three months in advance
• Update, implement, and maintain compliance with accurate and up-to-date job descriptions for each employee

Production/Collections

• Set and track current yearly production goals, maintain and monitor target stats to ensure office is viable, prosperous and expanding.
• Ensure schedule for following day is full and confirmed
• Ensure IV schedule is full and confirmed two days before surgery
• Ensure front staff is 5 star certified
• Ensure all payments entered and deposited accurately and completely each day, ensure patient accounts, petty cash, and daily deposits are balanced
• Ensure correct amount collected and check out and past due amounts collected at check in
• Ensure new patient accounts are correct and complete and that former patients are reactivated
• Ensure all patients and parents are having a 5-star experience from start to finish both in person, on the phone, and online
• Check in with Front and Back leads at beginning of each day to discuss priorities, potential issues and solutions
• Reassign front roles and pull assistants from the back as needed to provide efficient use of staff
• Coordinate and Mediate Leadership and Doctor meetings, compose agendas, update action lists, send follow-up minutes
• Establish positive culture and relationships amongst staff through team meetings, culture committee, and day to day interactions
• Plan and facilitate all staff meetings, training, and team building activities
• Evaluate the quality of office systems already in place and help create strategies for those that do not work
• Implements, champions, and distributes office policies created at doctor meetings
• Acts as a liaison between staff, doctors, and leadership team for routine matters such as time off requests, schedule changes, questions about policies and procedures, special projects, etc.

Requirements

• Proven experience managing a team
• Strong understanding of business operations.
• Excellent leadership skills with the ability to motivate and inspire teams
• Demonstrated ability to delegate tasks, manage multiple tasks and prioritize workload
• Must be technically savvy and quick to learn new computer software

Benefits

• Health insurance
• 401K with 4% company match
• Paid time off
• Holiday pay
• Continuing education
• 1-1.5 weeks off over Christmas (paid)