Job Details

Job Overview

Join the leadership team at Bliss Orthodontics where clinical excellence meets elite business operations. As one of the most successful orthodontic offices in the region, we have built our reputation on innovation and a five-star patient culture. We are looking for an Office Manager who understands that a growing company requires both high-level financial oversight and exceptional team mentorship. Step into a role where your success is celebrated and your professional growth is guaranteed.

Responsibilities

Financial Management

• Oversee billing, invoicing, payment posting, collections, and AR management.
• Manage payroll coordination, cash handling, bank deposits, accounts payable/receivable.
• Prepare budgets, monthly financial reports, forecasts, and monitor KPIs (production, collections, AR days).
• Implement financial policies, payment plans, pricing and insurance estimate procedures.

Marketing & Lead Generation

• Develop and execute marketing strategy (digital, local outreach, referral programs).
• Manage website, social media, SEO/PPC, email campaigns, online reputation and review management.
• Track and optimize lead sources, conversion rates, cost-per-lead, and marketing ROI.
• Coordinate community events, school screenings, and dental referral relationships.

Patient Experience & Front?Desk Operations

• Oversee scheduling, appointment flow, check-in/check-out, insurance verification, and patient financial counseling.
• Resolve escalated patient concerns and lead patient satisfaction initiatives.
• Ensure HIPAA compliance and patient privacy

Staff Management & Development

• Recruit, onboard, train, schedule, evaluate and coach administrative staff.
• Create SOPs, role descriptions, performance metrics and conduct regular reviews.
• Foster team culture, manage conflicts, and coordinate continuing education.
• Clinical Operations & Compliance
• Oversee inventory, supplies, equipment maintenance, and vendor relationships (labs, suppliers, software).
• Maintain clinical and administrative compliance with healthcare regulations and licensing.
• Implement/maintain emergency and safety protocols.
• Reporting, Data & Strategy
• Produce regular reports on finances, production, marketing performance, and staff productivity.
• Use data to recommend operational improvements and strategic growth initiatives.

Key Qualifications

• 35+ years office management experience in dental/orthodontic or medical practices; prior financial/marketing leadership preferred.
• Strong knowledge of billing, insurance, and practice management software.
• Experience with digital marketing, lead generation tools, and analytics.
• Proven leadership, communication, and customer-service skills.
• Ability to analyze financial reports and make data-driven decisions.
• Understanding of HIPAA and healthcare compliance.
• Bachelors degree or equivalent experience preferred.

Key Performance Indicators (KPIs)

• Monthly production and collections, AR days, case acceptance rate.
• New patient leads, lead-to-patient conversion rate, cost per lead, marketing ROI.
• Patient satisfaction/net promoter score, no-show rate, staff turnover.
• Budget adherence and operating margin.

Skills

• Proven experience in office management or administrative roles with supervisory responsibilities.
• Strong proficiency in QuickBooks or comparable bookkeeping/accounting software.
• Excellent organizational skills with the ability to manage multiple priorities simultaneously.
• Effective communication skills for interacting with staff, vendors, clients, and stakeholders.
• Experience in event planning and vendor management to coordinate successful events and partnerships.
• Knowledge of human resources processes including payroll administration and employee training & development.
• Familiarity with medical office management or similar specialized environments is a plus.
• Competence in calendar management, filing systems, and clerical duties within an office setting.
• Ability to handle front desk responsibilities with professionalism and courtesy while managing multi-line phone systems.

Strong team management skills combined with leadership qualities that motivate staff toward shared goals. This position offers an engaging opportunity for a motivated professional eager to contribute to organizational success through effective office administration combined with financial oversight and marketing coordination.