Benefits:

401(k)

Competitive salary

Dental insurance

Health insurance

Paid time off

Vision insurance

Office Manager/ Treatment Coordinator

Location: Pasadena, CA Job Type: Full-Time / Part-Time

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.

Required Qualifications

High School Diploma or equivalent required.

2+ years of experience in dental practice management or 3+ years in an office leadership role.

5+ years of total experience in a dental organization.

Minimum 1 year experience as a Treatment Coordinator.

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 Benefits Paid and Unpaid Vacation

Sick Leave: 40 hours paid sick days annually.

Company Paid Holidays: 5 major holidays per year

Performance Based Incentives may be available

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other characteristic protected by law