Office Manager Assistant in Elgin, Illinois at Envision a Smile - South Elgin

The Office Manager Assistant (OMA) supports the Office Manager (Practice Leader) in the day-to-day administrative and operational functions of a single dental practice. This role focuses on execution, coordination, documentation, and frontline support to ensure smooth operations, accurate records, and a positive patient and team experience. The OMA does not hold final decision-making authority and operates under the direction of the Office Manager.

Key Responsibilities

Administrative & Operational Support

• Support daily front-office operations, including scheduling, patient intake, insurance verification, billing coordination, and collections.
• Assist with maintaining accurate patient, insurance, and financial records in practice management systems.
• Support End-of-Day closeout processes, including documentation uploads and verification.
• Assist with supply ordering, tracking deliveries, and escalating issues to the Office Manager.
  
  

• Serve as a frontline support resource for front-office staff.
• Assist with onboarding tasks for new hires, including system access, training coordination, and documentation.
• Support team scheduling and timekeeping processes as directed by the Office Manager.
• Maintain professionalism, confidentiality, and adherence to practice policies.
  
  

• Support patient communication related to scheduling, treatment coordination, insurance questions, and billing.
• Assist with recalls, reactivation efforts, and patient follow-ups.
• Escalate complex or sensitive patient concerns to the Office Manager.
  
  

• Follow HIPAA, OSHA, and company policies in all administrative activities.
• Assist with maintaining licensure and compliance documentation.
• Support audit preparation and documentation requests as directed.
  
  

• Assist with insurance eligibility verification, claim preparation support, and payment posting coordination.
• Monitor assigned account follow-ups and escalate aged or complex items to leadership.
• Support revenue meetings and reporting preparation as needed.
  
  

Qualifications

• 1–3 years of experience in a dental or medical office environment preferred.

• Strong organizational and administrative skills.

• Proficiency with dental practice management software and Microsoft Office.

• Ability to multitask and work effectively in a fast-paced environment.

• Professional communication skills and strong attention to detail.