Office Manager Assistant

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. Team & Office Support 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. Patient Experience 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.

Compliance & Documentation 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. Financial & RCM Support 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.