Dental Operations Manager

Description

TITLE: Dental Operations Manager

LINE OF RESPONSIBILITY: Reports to Dental Director, in coordination with operations leadership.

PURPOSE: The Dental Operations Manager is responsible for overseeing and coordinating the day-to-day clinical and administrative operations of the dental department across all locations, including school-based dental programs. This position provides leadership, ensures efficient clinical workflows, coordinates staffing and scheduling, supports patient access, and monitors operational performance. This position is responsible for supervision of dental assistants.

RESPONSIBILITIES:

1. Dental Assistant Supervision and Clinical Operations

• Supervise, schedule, and coordinate      dental assistant staffing across all dental locations, including coverage      for vacations, holidays, sick leave, and staff absences.
• Oversee daily clinical workflows,      ensuring adequate staffing, efficient operatory utilization, and smooth      patient flow.
• Ensure operatories are properly prepared,      maintained, cleaned, and turned over between patients.
• Oversee sterilization, instrument      processing, disinfection, infection prevention, and proper storage of      dental instruments.
• Monitor sterilizer performance, dental      unit waterline maintenance, clinical equipment readiness, and required      documentation.
• Coordinate equipment servicing, repairs,      and vendor follow-up.
• Ensure appropriate availability,      inventory, and distribution of dental supplies, instruments, and materials      across all locations. Inventory is reported to finance on a bi-annual      basis.
• Coordinate ordering, monitor expiration      dates, approve supply requests, and maintain appropriate inventory levels.
• Conduct routine site visits to monitor      clinical operations, staff performance, equipment, infection control, and      site readiness.
• Provide clinical dental assistant      coverage when necessary.

2. Staffing, Recruitment, and Training

• Participate in recruitment, interviewing,      selection, and onboarding of dental assistants.
• Develop and maintain standardized      orientation and on-the-job training programs for dental assistants.
• Develop and maintain competency      checklists, training materials, and standard operating procedures.
• Conduct performance evaluations and      address performance concerns in collaboration with the Dental Director and      Human Resources.
• Promote accountability, teamwork, and      consistent clinical workflows across all sites.

3. Administrative Coordination

• Monitor treatment-plan scheduling to      ensure patients are scheduled for recommended treatment in a timely      manner.
• Prepare and communicate regular      operational reports to the Dental Director, including scheduling gaps,      provider utilization, patient access, staffing coverage, unscheduled      treatment, and overdue recall.
• Monitor provider productivity, schedule      utilization, appointment availability, and operational performance.
• Support departmental initiatives to      maximize patient access, improve operational efficiency, and support the      financial sustainability of the dental department.
• Maintain strong collaborations with operations      and Reception Supervisor to:

§ Ensure consistent front-office workflows across all locations (including standardized scheduling, registration, and patient communication procedures).

§ Monitor provider schedules, appointment availability, cancellations, open slots, and schedule utilization.

§ Process waitlists and short-notice lists to fill cancellations and unused appointment slots.

§ Ensure timely insurance eligibility verification, benefit and frequency checks, and coverage review before patient appointments.

§ Ensure patient estimates, copays, and self-pay responsibilities are communicated appropriately before or at the time of service.

§ Address scheduling problems, patient complaints, communication issues, and delays in appointment access.

4. Quality Improvement and Regulatory Compliance

• Participate in dental quality improvement      initiatives, infection control reviews, and regulatory site visits.
• Ensure clinical and administrative      workflows are standardized and consistently followed across all locations.
• Monitor compliance with established      dental policies, procedures, and documentation requirements.

5. Other Responsibilities

• Attend departmental meetings and      communicate operational updates to the Dental Director and relevant      leadership.
• Collaborate with the Dental Director, CFOO, and providers to address      departmental operational needs.
• Perform other duties as assigned by the      Dental Director within the scope of the position.

Requirements

Required:

2+ years of supervisory experience in a Dental Office

Preferred: 

Licensed dental assistant in MA

At least (2) years experience as a dental assistant. Radiology certification or course according to MA requirements.