Dental Office Manager/ Treatment Coordinator NEW

Pasadena, California
Empower Dental Group
Job Description Job Description Benefits:

• 401(k)
• Competitive salary
• Paid time off

We are a dynamic and rapidly expanding Dental Support Organization (DSO) led by passionate dentists and entrepreneurs. With 7 practices across Southern California, we are committed to building a patient-centered, team-driven culture that transforms the dental experience. As we scale, we’re looking for a creative, resourceful, and driven staff to help us share our story, strengthen our brand, and engage our growing network of patients and team members.

Pay Range DOE: $80,000-$100,000; high performers can earn an additional $30K-$50K per year tied to sales goal performance.

Required Qualifications

• High School Diploma or equivalent required.
• 5+ years of experience in dental practice management
• Clinical experience (Dental Assistant, Hygienist, etc.) highly preferred.
• In-depth knowledge of dental procedures, terminology, and insurance processes.
• Familiarity with the California Dental Practice Act and Dental Hygiene Board of California (DHBC) regulations.
• Strong understanding of third-party financing options (e.g., Cherry, CareCredit).
• Proficiency with dental practice management software (e.g., Open Dental).
• Working knowledge of electronic health records (EHR) and coding for dental and medical billing

Job Responsibilities

Patient Communication & Case Presentation

• Review and present treatment plans clearly and compassionately, emphasizing benefits and risks.
• Answer patient questions regarding procedures, recovery, timing, insurance coverage, and costs.
• Educate patients about payment options, including third-party financing, office plans, or discounts.
• Build rapport and trust to support treatment acceptance and long-term patient relationships.

Financial Coordination & Oversight

• Provide accurate treatment estimates and ensure proper documentation of financial agreements.
• Collect co-payments or deposits prior to scheduling treatment and assist with financing applications.
• Manage operating budgets, monitor expenses, and oversee patient billing and collections.
• Collaborate with billing staff to ensure correct posting of dental and medical procedure codes.
• Generate and present financial and performance reports to ownership or upper management.

Scheduling & Operations Management

• Manage provider schedules to maintain optimal clinical flow and patient experience.
• Schedule and coordinate treatment appointments, ensuring smooth transitions between clinical and front office teams.
• Track and follow up on outstanding treatment plans to encourage timely scheduling.
• Oversee day-to-day office operations, including supplies, sterilization protocols, and facility upkeep.

Insurance & Authorization Support

• Confirm insurance benefits, limitations, and pre-authorizations as needed.
• Communicate insurance details clearly to patients and help resolve questions or discrepancies.
• Coordinate with insurance providers to process claims, manage denials, and ensure accurate patient accounts.

Team Leadership & Collaboration

• Lead daily team huddles to align on schedules, goals, and performance metrics.
• Collaborate with dentists, hygienists, assistants, and front office staff for coordinated patient care.
• Supervise, train, and provide feedback to staff; participate in hiring and performance evaluations.
• Foster a positive, communicative work environment and address conflicts or concerns proactively.

Compliance & Policy Management

• Ensure adherence to OSHA, HIPAA, CDA, and HR policies and safety standards.
• Maintain accurate patient records, insurance documentation, and operational compliance.
• Develop and implement office policies and procedures to support efficiency, safety, and regulatory compliance.

The absence of specific duties in this description does not exclude them from the role if they are similar, related, or logically associated with the position. Additional responsibilities may be assigned or requested by management or executive leadership as needed.