Key Responsibilities and Required Skills for Dental Practice Manager

🎯 Role Definition

The Dental Practice Manager is the operational leader of a dental office responsible for overseeing daily administrative and business functions, driving patient satisfaction, managing staff performance, ensuring regulatory compliance (HIPAA, OSHA), and optimizing financial performance including revenue cycle, billing and collections. This role requires a balance of clinical coordination and front-office leadership, strong knowledge of dental software (Dentrix, Eaglesoft, Open Dental), insurance and coding (ADA CDT), and hands-on experience in staff training, inventory control, and local marketing to grow patient volume and retention.

📈 Career Progression

Typical Career Path

Entry Point From:

Front Office Coordinator / Receptionist (Dental)
Clinical Dental Assistant with administrative duties
Office Administrator / Practice Administrator (small clinic)

Advancement To:

Regional Practice Manager / Multi-Location Manager
Director of Operations (Dental Group)
Vice President of Clinical Operations / Chief Operating Officer (Dental network)

Lateral Moves:

Operations Manager (Healthcare)
Clinic Manager (Medical/Dental)
Revenue Cycle Manager / Billing Manager

Core Responsibilities

Primary Functions

Oversee daily clinic operations including patient scheduling, front desk workflows, back-office coordination and clinical operatory utilization to maximize patient throughput and satisfaction while minimizing wait times.
Lead, hire, train, coach and evaluate administrative and clinical staff (receptionists, billing specialists, dental assistants, hygienists) to maintain a high-performance team and enforce standard operating procedures.
Manage the full revenue cycle: verify benefits and eligibility, submit claims, follow up on denials, perform appeals, and oversee patient billing to improve collections and reduce days in A/R.
Ensure accurate dental billing and coding using ADA CDT codes, maintain documentation for claims, and work with third-party payers to resolve complex reimbursements and carrier disputes.
Monitor and optimize practice financial performance including P&L responsibility, budget forecasting, expense control, payroll oversight, and monthly financial reporting to practice owners or corporate headquarters.
Maintain HIPAA and OSHA compliance across the practice, implement and enforce privacy/security policies, conduct staff training, and coordinate with external auditors or regulatory bodies as needed.
Implement and manage dental software systems (Dentrix, Eaglesoft, Open Dental, Eaglesoft, Curve, SoftDent), ensure data integrity, run reports, and work with IT for integrations (digital imaging, PMS, EMR).
Develop and execute patient retention and recall strategies using patient communication platforms, email/SMS reminders, and targeted outreach to reduce no-shows and increase re-care rates.
Oversee inventory, purchasing and supply management for dental materials, PPE, and equipment; negotiate vendor contracts and maintain par levels to avoid clinical disruptions and control costs.
Coordinate clinical schedules with providers to optimize operatory utilization, block time for specialties, and manage walk-ins/emergencies to maintain a smooth patient flow.
Design and implement patient experience initiatives, collect and analyze patient feedback (surveys, online reviews), and respond to complaints to maintain a strong online reputation and referral growth.
Create and track KPIs (production per provider, collections per production, hygiene retention rate, new patient acquisition, cancellation/no-show rates) and present actionable insights to practice owners.
Oversee payroll, benefits administration, timekeeping systems and ensure accurate compensation, commission calculations, and compliance with labor laws and company policies.
Lead recruitment, onboarding and continuing education programs to ensure staff certifications and licenses remain current and clinical competencies are maintained.
Coordinate with vendors and outside contractors for equipment maintenance, IT support, sterilization services, and facility management to ensure uninterrupted clinical operations.
Implement marketing and community outreach initiatives, manage referral relationships with physicians and specialists, and collaborate on promotions to drive new patient acquisition.
Prepare and present monthly, quarterly and annual operational and financial reports to owners and regional leadership, recommending strategies to improve profitability and operational efficiency.
Manage patient financial counseling, offer treatment financing options, create payment plans, and train staff on presenting treatment costs and obtaining informed financial consent.
Maintain clinical protocols and infection control procedures, conduct routine audits, and implement corrective action plans to meet accreditation and safety standards.
Drive practice growth initiatives including adding services, expanding hours, or incorporating new specialty providers; prepare operational plans and resource requirements for expansion.
Serve as escalation point for complex patient and staff issues, mediate conflicts, and apply problem-solving and performance management to maintain a positive workplace culture.

Secondary Functions

Analyze patient mix and demographic data to inform targeted marketing campaigns and service-line expansion.
Support technology upgrades (digital charting, imaging, tele-dentistry) by coordinating vendor demos, cost-benefit analysis and staff training.
Collaborate with clinical leadership to develop care pathways and standardized protocols to improve clinical outcomes and efficiency.
Participate in community outreach, school screening programs, and local health fairs to promote the practice and increase brand awareness.
Assist in strategic planning for practice growth, space utilization, and capital investments (equipment purchases, remodels).
Maintain business continuity and emergency preparedness plans, including backup systems for patient records and continuity of care during outages.
Evaluate and pilot patient engagement/CRM tools and patient financing platforms to increase conversion of treatment plans to completed cases.
Prepare documentation and support for any legal inquiries, insurance audits, or credentialing by specialty boards and payers.

Required Skills & Competencies

Hard Skills (Technical)

Dental practice management and operations
Dental Practice Management Software: Dentrix, Eaglesoft, Open Dental, Curve Dental, SoftDent
Dental billing, coding and claims management (ADA CDT, understanding of dental insurance policies)
Revenue cycle management and accounts receivable reduction strategies
HIPAA privacy and security compliance and documentation
OSHA and infection control compliance (sterilization protocols, instrument tracking)
Financial management: P&L oversight, budgeting, forecasting, and cost control
Microsoft Office (Excel pivot tables, reporting), Google Workspace, and PM reporting tools
Patient recall/CRM systems, online scheduling, and telehealth integrations
Vendor negotiation, inventory control, and supply chain management
Payroll systems and timekeeping (ADP, Paychex, QuickBooks familiarity)
Data analysis and KPI reporting (production, collections, retention metrics)
Experience with patient financing/third-party payment platforms (CareCredit, LendingClub, etc.)

Soft Skills

Strong leadership, team building and staff development skills
Excellent verbal and written communication with patients, providers, and stakeholders
Customer service orientation with empathy and conflict resolution abilities
Organized, detail-oriented with excellent time management and prioritization
Problem-solving mindset with ability to implement process improvements
High emotional intelligence and ability to manage change
Coaching and performance management skills
Ability to work under pressure and manage competing priorities
Ethical judgment, integrity, and professional discretion (confidentiality)
Sales-oriented approach to increasing case acceptance while preserving ethics

Education & Experience

Educational Background

Minimum Education:

Associate degree in Business Administration, Healthcare Management, or related field; OR equivalent practical experience in dental office management.

Preferred Education:

Bachelor’s degree in Healthcare Administration, Business, Dental Hygiene, or related discipline; certifications such as CDA/Office Manager certification, Certified Dental Practice Manager (CDPM), or dental administration coursework a plus.

Relevant Fields of Study:

Healthcare Administration
Business Administration / Management
Dental Hygiene or Dental Assisting (with administrative experience)
Accounting / Finance

Experience Requirements

Typical Experience Range:

3–7 years of progressive experience in dental practice management or multi-site clinical operations.

Preferred:

5+ years managing medium-to-large dental practices or multi-provider clinics.
Demonstrated experience with dental software (Dentrix/Eaglesoft/Open Dental), dental billing and insurance follow-up, staff supervision, and P&L responsibility.
Experience leading growth initiatives, streamlining workflows, and meeting financial targets in a dental setting.