Lead Patient Support (Dental Office Manager)

We are seeking a highly organized and motivated Lead Patient Support / Dental Office Manager to oversee and grow the daily operations of our Santa Clara dental practice. The ideal candidate is a proactive problem-solver with strong leadership skills and a comprehensive understanding of dental office management. This role is crucial not only in maintaining a positive patient experience and ensuring smooth operations, but also in actively contributing to the long-term growth and success of the practice., Operations & Compliance

• Manage the day-to-day operations of the dental office, including scheduling appointments, overseeing staff, and ensuring compliance with HIPAA regulations.
• Develop and implement office policies and procedures to enhance operational efficiency.
• Maintain accurate patient records and ensure all medical terminology is correctly utilized in documentation.
• Ensure that all equipment is properly maintained and that the office environment is clean and welcoming for patients.
• Partner with our in-house insurance team to ensure smooth patient billing communication and resolve patient-facing billing inquiries (claims processing handled by dedicated insurance team).

Practice Growth & Development

• Actively contribute to the growth of the practice by identifying opportunities to increase patient volume, improve retention, and expand services.
• Drive patient acquisition initiatives including community outreach, referral programs, and reactivation of inactive patients.
• Monitor key practice performance metrics (production, collections, patient retention, hygiene reactivation, case acceptance) and develop action plans to improve them.
• Identify operational bottlenecks and implement solutions that increase efficiency, capacity, and revenue.
• Champion the patient experience by continuously refining workflows, communication, and follow-up to build long-term patient loyalty.

Leadership & Team Development

• Provide training, coaching, and ongoing support to staff on office systems and procedures.
• Foster a positive, collaborative team culture that aligns with our values and growth goals.
• Handle patient inquiries, complaints, and feedback in a professional manner to foster a positive relationship with the community.
• Stay updated on industry trends, regulations, and best practices in healthcare management.

Do you have experience in Team motivation (leadership skill)?, * Minimum 3+ years of prior experience as a Dental Office Manager is required. Candidates without direct dental office management experience will not be considered.

• Proficiency in Dentrix practice management software is required.
• Willingness and adaptability to learn new software platforms and tools as the practice evolves.
• Strong problem-solving skills - ability to anticipate issues, think critically, and develop practical solutions independently rather than waiting for direction.
• Growth mindset - proactively identifies opportunities to improve and expand the practice, not just maintain the status quo.
• Strong knowledge of dental office operations, including familiarity with dental clinic workflows.
• Proficient in healthcare management systems and software relevant to dental practices.
• Understanding of medical terminology as it relates to dentistry.
• Excellent organizational skills with keen attention to detail.
• Strong communication skills, both verbal and written, with the ability to interact effectively with patients, staff, and external partners.
• Leadership qualities that promote teamwork and a positive work culture within the office environment.
• Reliable transportation to our Santa Clara office.

Pulled from the full job description

• Referral program
• 401(k)
• Health insurance
• Retirement plan
• 401(k) matching
• Paid time off
• Employee discount, * Base Salary: Starting at $38 per hour (commensurate with experience)
• Comprehensive medical, dental, and vision benefits
• Paid time off and holidays
• 401(k) with employer match
• Professional development and continuing education support

Why Join Us?

Join our dedicated team as we strive to provide exceptional dental care while fostering an environment of professionalism and compassion for our patients. With a dedicated insurance team handling claims, you’ll be free to focus on team leadership, patient experience, and growing the practice - the parts of office management that drive real impact. You’ll be stepping into our established Santa Clara practice with a tenured team, proven systems, and the support of our centralized admin and insurance teams - giving you a strong foundation to lead from day one and the runway to make a lasting mark on the practice.

Job Type: Full-time

Pay: From $38.00 per hour, * 401(k)

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Application Question(s):

• Are you able to work on Saturdays?
• What dental patient management system do you have experience with?

Language:

• Spanish (Preferred)