In the wild world of dental care, the spotlight often falls on the dentists, the hygienists, and other clinical staff who directly interact with (and in the mouths of) patients.
However, as you all know, a group is hard at work behind the scenes. We play a crucial role in ensuring the smooth operation of the practice, from the day-to-day, often minute-to-minute, to the weeks, months, and years. We tend to be the unsung heroes—the backbone of dental offices, managing the intricate administrative tasks that keep everything running efficiently without much of the accolades.
If I have learned one thing in life, it’s that if you don’t pat yourself on the back sometimes, nobody else will either. Let’s take a minute to discuss the contributions office managers make to the dental care landscape.
The Gatekeeper
Dental office managers are most patients’ first point of contact, whether over the phone or at the front desk. We greet patients, hopefully with a warm smile, answer inquiries, and schedule appointments. We keep it friendly and organized – creating a welcoming atmosphere for our patients while trying to set the tone for a positive experience.
Multitaskers Extraordinaire
One of the defining characteristics of a successful dental office manager is our ability to juggle multiple tasks simultaneously. Whether managing the appointment schedules or handling billing and insurance claims, our role requires superior multitasking skills.
We ensure that appointments are scheduled efficiently, minimizing wait times while maximizing the productivity of our dental professionals.
We have to handle administrative duties with precision and attention to detail, ensuring that all paperwork is completed accurately and promptly.
Navigating the Complexities of Insurance
We all know too well that navigating the intricacies and complexities of insurance is the biggest headache for the office staff and the patient. As dental office managers, we must have the knowledge to assist patients in understanding their insurance coverage.
We often have to go the extra mile to help our patients maximize their benefits and ensure we maximize our revenue.
From verifying coverage and benefit details to submitting claims and resolving issues, it has to be done timely. Ultimately, the onus is on us to ensure everything is done correctly.
Maintaining Financial Health
In addition to managing insurance claims, dental office managers play an integral role in maintaining the financial health of dental practices. We act as the accounts receivable department and accounts payable department.
By ensuring that accounts are reconciled, payments are processed, and billing procedures are executed accurately and efficiently, we contribute to the practice’s financial stability.
When we do our job right, it allows dentists to focus on providing quality patient care.
Fostering Patient Relationships
Beyond the myriad administrative duties we perform behind closed doors, we must realize that we must foster patient relationships. I call this “being the cruise director.” We cultivate trust and rapport with patients.
Often, in addressing their concerns, we learn more about them than we want to know. But that’s ok! We are there to ensure that their needs are met.
From scheduling future appointments, coordinating treatment plans, or providing post-appointment follow-up, if we can go above and beyond, we will have happy patients who will walk out the door knowing they had the best positive experience possible.
Learn More Now
Adapting to Advances in Technologies
It’s 2024 – technology continues evolving at a rapid pace. As it does, we have to grow alongside it.
We all utilize practice management software to streamline administrative tasks. We have 3rd party add-ons, whether for insurance verification, VOIP, texting, or other programs that help us daily. We have to stay up-to-date with the advancements that are out there.
We must continue training to effectively utilize software tools for appointment scheduling, billing, and management. This will only enhance our efficiency and improve accuracy in our work.
In conclusion, we all know that we are the ones performing all of the essential administrative tasks, keeping the schedules filled while maximizing production. We are insurance masters, and hopefully, we are all committed to our patient’s satisfaction. We celebrate our dental assistants, our hygienists, and even our doctors. Let’s remember to recognize all of the vital contributions we make as dental office managers.
Go ahead – pat yourself on the back!
About the Author
Yvette Medellin, DAADOM
Yvette S. Medellin, DAADOM, graduated from Pepperdine University in 1998 with her MBA.
Prior to her life in dentistry, she was a business consultant in the entertainment industry for over 16 years. Yvette has spent the last nine years helping her husband Joe build and run their dental practice, OrthoGrace Dental along with their dental lab, 4M Dental Labs.
Yvette is a proud member of AADOM and earned her Fellowship (FAADOM), Mastership (MAADOM) in 2023, and Diplomate (DAADOM) in 2024. Yvette also serves as a Board Member on the Dental Spouses in Business DPLN.
When she isn’t working, Yvette spends her time volunteering as an Uber so she can cheer from the sidelines of her kids’ basketball, volleyball and soccer games and cheer competitions.