Dental Office Supervisor
A growing full-service dental practice is seeking an experienced Office Supervisor to join our team. This is a confidential search for a key leadership role within a busy, patient-focused clinical environment.
Our practice is supported by a skilled and friendly team dedicated to delivering high-quality dental care. We are committed to ensuring every patient experience is comfortable, professional, and positive from start to finish.
The Opportunity
We are seeking an Office Supervisor to oversee day-to-day administrative, financial, and operational functions within the clinic. This role is central to ensuring smooth workflow, strong communication, and consistent execution of clinical and administrative systems.
The successful candidate will play a key role in patient experience, team leadership, financial oversight, and operational efficiency.
What We Offer
- Competitive compensation
- Opportunities for professional development and long-term career growth
- An autonomous, entrepreneurial-style work environment
- A supportive management team and collaborative culture
- The ability to directly influence clinic performance and patient experience
Position Summary
The Office Supervisor is responsible for the effective operation of the dental clinic in alignment with established procedures and protocols. This role acts as the operational lead of the office, ensuring communication, accountability, and completion of all administrative, financial, and patient coordination tasks.
This position supports both administrative and clinical teams to improve efficiency, productivity, and overall patient care while contributing to a well-managed and profitable practice.
Key Responsibilities
Insurance & Accounts Receivable (AR)
- Submit insurance claims accurately and in a timely manner
- Complete claim follow-ups and resubmissions as required
- Manage accounts receivable and insurance aging reports
- Post insurance and patient payments
- Resolve claim denials and coordinate corrections
- Follow AR management protocols as directed by leadership
Pre-Authorization Management
- Track all submitted pre-authorizations
- Follow up on outstanding approvals
- Communicate pre-authorization results to patients
- Coordinate scheduling once approvals are received
Email & Administrative Communication
- Urgent and follow-up emails including:
- Insurance correspondence
- Specialist reports
- X-ray and records requests
- Treatment coordination communication
- Ensure all emails requiring action are tracked and completed in a timely manner
Quality Control
- Document deficiencies in outsourced services, including patient details and issue descriptions
- Track recurring issues and escalate trends requiring process improvement
Financial Management
- Reconcile insurance payments
- Monitor accounts receivable aging and support collection efforts
- Coordinate patient and insurance refunds
Accounts Payable
- Forward vendor invoices to head office for processing
- Assist in confirming and verifying expenses as required
Daily Operations
- Complete end-of-day reporting and reconciliation tasks
- Ensure daily operational accuracy and completion of required documentation
9. Month-End & Reporting
- Complete month-end reports and submissions
- Coordinate with head office on financial and operational reporting requirements
Staffing & Scheduling
- Manage staff schedules and shift coverage
- Approve staff hours
- Coordinate time-off requests and ensure adequate coverage
- Arrange temporary staff as needed
Operational Oversight
- Oversee front desk performance and workflow
- Resolve patient concerns and service issues
- Monitor and respond to Google reviews
- Escalate negative reviews or concerns to Regional Manager
Facility & General Administration
- Coordinate maintenance, repairs, and general office upkeep
- Ensure the clinic remains clean, functional, and professionally maintained
Schedule
- Monday to Friday: 9:00 AM 5:00 PM
- Saturday: One Saturday per month 9:00 - 4:00 PM
- Sunday: Off
Schedule may vary based on operational requirements and staffing coverage.
What We’re Looking For
- Minimum 1+ year of dental management or supervisory experience
- Strong leadership, multi-tasking, communication, and organizational skills
- Professional and patient-focused attitude
- Ability to manage multiple priorities in a fast-paced environment
- Experience with dental software (an asset, training provided if needed)
If you are looking to step into a leadership role within a growing and dynamic dental organization, we would be pleased to hear from you.
Benefits:
- Company events
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- On-site parking
- Vision care
Experience:
- Dental Office Management: 1 year (required)
Work Location: In person
