Office Manager

Description

Charleston Oral and Facial Surgery is experiencing exciting growth and is seeking a dedicated full-time Office Manager to lead our dynamic team. Our practice is committed to delivering exceptional oral and maxillofacial surgical care across multiple state-of-the-art locations, ensuring every patient receives the highest level of service in a safe and compassionate environment. Join us and be part of a professional team that values excellence, innovation, and patient-centered care.

• →Oversees the daily administrative operations of the assigned office.
• →Supervises, coaches, and supports front office administrative staff.
• →Conducts daily morning huddles to communicate schedule updates, patient needs, operational priorities, and important announcements.
• →Implements and reinforces company policies, procedures, and workflow updates.
• →Ensures office staff understand and comply with all company policies and standard operating procedures.
• →Provides ongoing coaching, mentoring, and support to administrative employees.
• →Assists with onboarding and training of new administrative staff.
• →Partners with the Administrative Director regarding employee performance, operational improvements, and workflow initiatives.
• →Provides feedback and recommendations to leadership regarding office operations, workflow improvements, patient experience, and administrative processes.
• →Promotes a positive, collaborative, and professional work environment.
• →Assists with resolving employee concerns and patient service issues while escalating concerns appropriately.
• →Ensures exceptional customer service is consistently delivered to patients, referring offices, and visitors.
• →Builds and maintains positive relationships with patients, providers, referring offices, and team members.
• →Tracks attendance and timekeeping for administrative staff within the assigned office.
• →Reviews daily schedules to identify and resolve scheduling conflicts or operational concerns.
• →Maintains a thorough understanding of the Scheduling Manual and scheduling guidelines.
• →Demonstrates advanced knowledge of all CareStack administrative functions.
• →Monitors office performance metrics, administrative accuracy, and workflow compliance, ensuring corrective action is taken when needed to maintain company standards.
• →Ensures all daily error reports are reviewed, corrected, and completed by the end of each business day.
• →Conducts routine audits of patient demographics, insurance information, documentation, scheduling accuracy, and administrative workflows.
• →Assists with treatment planning and discusses treatment recommendations and financial arrangements with patients.
• →Maintains knowledge of insurance verification, pre-authorizations, and financing options, providing assistance as needed.
• →Ensures compliance with all practice policies regarding fees, collections, and payment arrangements.
• →Maintains current knowledge of procedures, appointment types, and scheduling protocols.
• →Verifies that all required patient documentation is completed prior to scheduled appointments.
• →Assists with scheduling new and established patient appointments as needed.
• →Assists with answering incoming phone calls and directing inquiries appropriately.
• →Demonstrates professional phone, email, and interpersonal communication at all times.
• →Partners with Clinical leadership to promote efficient patient flow and effective communication between departments.
• →Maintains strict compliance with HIPAA, OSHA, and all company policies.
• →Orders office supplies while maintaining budget expectations with approval from the Administrative Director.
• →Helps maintain a clean, organized, and professional office environment.
• →Attends required meetings, training sessions, and continuing education opportunities.
• →Travels between Charleston Oral and Facial Surgery locations as needed to provide operational support, employee training, workflow implementation, meetings, office coverage, and other business-related needs.
• →Maintains confidentiality regarding patient, employee, and company information.
• →Serves as  a role model by demonstrating professionalism, accountability, teamwork, and a commitment to company values.
• →Performs other duties and special projects as assigned by management.

• High School diploma or GED required.
• Minimum of  two years of management experience in a dental or medical practice.
• Excellent verbal and written communication skills.
• Strong customer service and patient relationship skills.
• Excellent organizational and time management abilities.
• Strong leadership, coaching, and team development skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong problem-solving and conflict resolution skills.
• Self-motivated with the ability to work independently and make sound decisions.
• Ability to collaborate effectively with providers, leadership, and team members.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and practice management software.
• Ability to quickly learn new software and workflows.
• Commitment to maintaining confidentiality and professionalism.
• Ability and willingness to travel between all Charleston Oral and Facial Surgery locations as business needs require.
• Valid driver's license and reliable transportation.