Office Manager

Description

About Allied OMS

Allied OMS is a doctor-owned, doctor-led, and doctor-governed management services organization (MSO) in the oral and maxillofacial surgery space that combines the best of private practice with the best of private equity.

Leveraging decades of experience building platform businesses in the healthcare industry and collectively owned by member surgeons, private equity, and management consulting veterans, Allied OMS offers essential tools for maximizing practice value.

Grounded in clinical excellence, doctors in the Allied OMS network maintain essential roles in management, governance, and clinical practice and participate directly in the platform's growth. Seventy-five percent of the Allied OMS board of directors are doctor members, and Allied OMS doctors lead 100% of the platform's management committees.

Founded in 2020 in partnership with DuneGlass Capital, a healthcare services-focused independent sponsor, the Allied OMS network now includes 83 doctors serving patients from 49 locations in Arizona, California, Colorado, Illinois, Indiana, Louisiana, 

Maryland, Michigan, New York, Oregon, Tennessee, Texas, and Virginia.

Job Summary: As our Office Manager, you'll be the core of our practice, responsible for ensuring smooth operations and providing outstanding customer service. Your role will include managing schedules and overseeing administrative tasks, making you essential for fostering a positive experience for both patients and staff. Other duties and responsibilities as assigned by supervisor. 

Requirements

Major Responsibilities:

· Manage front office operations, including patient scheduling, records management, and insurance verification. 

· Supervise administrative staff, including hiring, training, and performance evaluations. 

· Foster a positive work environment. 

· Greet and welcome patients and their families with a warm and friendly demeanor. 

· Assist with administrative tasks, including filing, data entry, and managing patient records.

· Oversee billing, coding, and collections processes. Prepare Financial reports and assist in budgeting. 

· Schedule appointments and manage the appointment calendar efficiently.

· Ensure the office adheres to all local, state, and federal regulations including HIPAA and OSHA standards. 

· Serve as a liaison between the surgical team and patients, as well as with external vendors and insurance companies. 

· Maintain inventory of office supplies and medical equipment, placing orders as necessary. 

· Assist in marketing efforts, including but not limited to social media updates, email campaigns, and promotional events. 

Qualifications:

· Bachelor’s degree in healthcare administration, business management, or a related field preferred. 

· [2+ years of experience in an office management role, preferably in a healthcare or dental setting.] 

· Excellent communication and interpersonal skills, especially with children and their parents.

· Strong organizational skills and attention to detail.

· Proficient in office software (e.g., MS Office, practice management software).

· Knowledge of basic dental terminology

· Willingness to support marketing efforts and contribute creative ideas.

· Ability to handle sensitive information with confidentiality. 

Working Conditions/Physical Requirements: 

· Primarily based in a dental office, with a typical office setup, including a reception area, private offices, and treatment rooms. 

· Standard business hours, with the potential for occasional evening or weekend shifts based on practice needs. 

· Work closely with professionals, administrators, and patients. 

· Sitting [80%] 

· Standing [20%]

· Occasionally lift and move office supplies or equipment (up to 25 pounds). 

Billing, Insurance & Financial Management

• Oversee the billing and insurance processes to ensure accurate claim submission and timely reimbursement.

• Verify patient insurance benefits and coverage for procedures and ensure pre-authorizations are obtained when required.

• Monitor accounts receivable and follow up on outstanding claims, denials, and unpaid balances.

• Ensure patients are properly informed of insurance benefits, financial responsibilities, and payment options.

• Review patient statements and financial records to ensure services are accurately billed and payments are collected.

• Maintain documentation related to billing activities, claims submissions, and insurance communications.

• Identify and resolve billing discrepancies, coding issues, and insurance claim errors.

• Support financial reporting related to collections, accounts receivable aging, and practice revenue performance.

Benefits:

· 401(k)

· Dental Insurance

· Health insurance

· Company Paid Life Insurance

· [Paid time off (if applicable)]

· Vision insurance