Description
About us:
At Orthodontic Experts, we are passionate about delivering exceptional patient care and advancing the standard of orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, Indiana, and Indianapolis, and more on the way, we are a rapidly growing organization committed to transforming smiles and changing lives.
We are seeking dedicated team members who share our commitment to high-quality care and who embody our Core Values:
- Accountability
- Continuous Improvement
- Inclusion
- Integrity
- Respect
- Teamwork
- Transparency
If you’re looking to grow your career with a purpose-driven, patient-centered organization, please apply with us.
Job Description:
As Clinic Manager, your primary responsibility will be to oversee the day-to-day operations of the clinic, ensuring that all areas of the clinic are running smoothly and efficiently. You will be responsible for managing staff, scheduling appointments, providing quality patient care, and maintaining a safe and secure environment. The Clinic Manager will effectively manage and motivate clinic staff and ensure that all patients receive the highest quality of care.
Tasks include but are not limited to:
- Trains and supervises office personnel
- Manages the efficient and effective scheduling of patients and adjusts as needed
- Monitors no-shows and manages the necessary calls and re-scheduling
- Conducts sessions with patients for reviewing treatment and payment plans
- Demonstrated experience in and knowledge of scheduling systems
- Monitors and ensures all systems used in the Office are operating to peak effectiveness
- Has experience building and overseeing a medium to large team of direct reports
- Facilitates Office staff meetings to recognize team successes, communicate changes of policies and procedures, and plan the days and weeks’ events
- Ensures compliance with regulatory procedures
- Handles patient complaints and provides feedback to Providers/Assistants on issues related to clinical matters
- Equipment and supply ordering and/or issues
- Completes monthly, quarterly, and annual operation checklist
- Provide weekly and monthly reporting to leadership
- Coordinate training for clinic staff
- Coordinate and facilitate monthly meetings for clinical staff
- Maintain patient data according to regulations and company policies
- Ensure that records are stored securely and in compliance with privacy and security regulations
- Take responsibility for the appearance and functionality of the office
- Maintain facilities and equipment in accordance with hygiene and safety regulations including OSHA.
- Monitor and maintain the office budget
- Participate in marketing events
- Maintaining team members' weekly schedule
- Assist TC with making calls (Welcome calls, Lost Cases and Denied)
- Cash Handling
- Participate in Marketing events
- In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks.
- Other duties as assigned
Requirements
- A bachelor degree or equivalent
- 3-4 Years of experience in office administration
- 2 Years of Office management experience
- Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suites.
Working Hours/ Location:
- Monday – Wednesday 8:45am – 5:00pm
- Thursday - Friday 6:45am – 3:00pm
- 2 Saturdays per month
- N81W15180 Ste. B, Appleton Ave, Menomonee Falls, WI 53051
- Travel availability to Madison, Hales Corners and Mount Pleasant.
Benefits (for our full-time employees):
- Paid Training
- Clinical Bonuses
- Paid Time Off
- Holiday Pay
- Medical, Dental, Vision, and Life Insurance
- Accident Insurance
- Short-Term Disability
- Long-Term Disability
- Employee Assistance Program
- Health Savings Account
- Dependent Care Account
- 401(k) and matching
- Pet Insurance
- Tuition Assistance Program
- Identity Theft Protection
- MetLife MetLaw Legal Insurance
- Transit Reimbursement - Commuter Account
- Free and discounted Orthodontic Treatments.
Skills Required
- Bachelor's degree or equivalent
- 3-4 years of experience in office administration
- 2 years of office management experience
- High proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Suites
- Demonstrated experience with scheduling systems
- Experience building and overseeing a medium to large team of direct reports
- Knowledge of regulatory compliance, patient data privacy, and record retention
- Cash handling experience
- Ability to travel to other clinics as needed
What We Do
Orthodontic Experts is a multi-location orthodontic practice headquartered in Des Plaines, Illinois, delivering accessible orthodontic care across Illinois, Wisconsin and Indiana. They offer traditional braces, ceramic and clear aligners (including Invisalign and 3M Clarity), emphasize affordability and patient experience, and engage in community programs and local outreach while maintaining multiple clinic locations and centralized scheduling.
