Assistant Front Desk Manager

Job Description: Front Desk Manager (Dental Practice)

Position Title: Front Desk Manager

Department: Administration / Front Office

Reports To: Practice Owner / Chief of Operations

Employment Type: Full-Time

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Position Summary

The Front Desk Manager oversees all front office operations to ensure an exceptional patient experience, accurate financial processing, efficient scheduling, and strong team accountability. This role requires advanced proficiency in Dentrix, accurate copay calculation, confident financial communication, and leadership in a fast-paced dental environment.

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Key Responsibilities

Front Office Operations

• Manage daily front desk workflow, patient check-in and check-out

• Ensure professionalism, confidentiality, and HIPAA compliance at all times

• Maintain accurate patient records and financial notes in Dentrix

• Act as the primary escalation point for front office and patient concerns

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Scheduling & Production Management

• Build and maintain a productive, efficient schedule using Dentrix

• Minimize gaps, cancellations, and no-shows

• Coordinate hygiene and provider schedules to support production goals

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Financial & Insurance Responsibilities

• Calculate and collect patient copays, deductibles, and balances at time of service

• Accurately determine patient responsibility based on:

• Insurance coverage percentages

• Remaining deductibles

• Annual maximums

• Procedure fees

• Confidently explain treatment costs, insurance estimates, and financial responsibility to patients

• Verify insurance benefits and eligibility prior to appointments

• Document all estimates, financial conversations, and collections in Dentrix

• Monitor accounts receivable and follow up on unpaid balances as needed

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Leadership & Team Management

• Train, supervise, and support front desk team members

• Set clear expectations for punctuality, professionalism, and financial accountability

• Hold team members accountable to office policies and KPIs

• Communicate effectively with clinical and administrative teams

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Patient Experience & Communication

• Deliver professional, courteous communication via phone, text, email, and in person

• Handle patient concerns and billing questions with confidence and empathy

• Ensure a high standard of customer service and patient satisfaction

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Qualifications & Requirements

• Minimum 3–5 years of dental front desk experience (management preferred)

• Strong proficiency in Dentrix (required)

• Proven ability to accurately calculate copays and patient financial responsibility

• Solid understanding of dental insurance plans, deductibles, and coverage levels

• Strong organizational, leadership, and communication skills

• Reliable, punctual, and detail-oriented

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Performance Expectations

• Copays and deductibles collected accurately and consistently at time of service

• Clean, efficient schedules with minimal downtime

• Proper documentation and financial accuracy in Dentrix

• Leadership that supports team accountability and practice growth