Dental Operations Manager in Worthington, Massachusetts at Hilltown Community Health

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.

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.