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.