Dental Practice Administrator

Dental Operations Manager (Full-Time – Fairfax, VA)

We’re looking for a motivated, detail-oriented leader to join our modern dental team in Fairfax, VA! As our Practice Administrator, you’ll guide daily operations, support our talented staff, and help deliver an exceptional experience for every patient.

Position Overview

The Practice Administrator oversees the daily operations of the dental office, ensuring efficient workflow, high team performance, and an exceptional patient experience. This position blends leadership, operational management, and strategic collaboration with the doctor to maintain a positive, efficient, and growth-oriented environment.

Key Responsibilities:

I. Leadership & Team Oversight

• Oversee daily operations across clinical and administrative departments, including remote assistants
• Provide leadership, motivation, and accountability for all team members
• Conduct team meetings and one-on-one check-ins to align on goals and performance
• Support onboarding, training, and cross-training of new hires
• Manage staff schedules, coverage, and time-off requests to ensure optimal patient care and office efficiency
• Foster a positive, professional, and patient-centered team culture aligned with the doctor’s vision and values

II. Performance Management

• Conduct employee performance reviews and set measurable growth goals
• Address performance concerns promptly and professionally
• Partner with doctors and consultants on training and team development
• Track and report key performance indicators (KPIs) related to scheduling, treatment acceptance, and patient satisfaction

III. Patient Care & Treatment Coordination

• Support treatment planning and patient case presentation
• Verify treatment plans with providers for accuracy and completeness
• Present treatment options, fees, and scheduling with clarity and empathy
• Coordinate follow-up on unscheduled or overdue patients
• Ensure proper documentation of treatment and financial arrangements
• Collaborate with the clinical team for seamless patient handoffs and an exceptional patient experience

IV. Scheduling & Practice Flow Management

• Manage provider and hygiene schedules to meet production goals
• Oversee scheduling templates and monitor daily/weekly/monthly productivity
• Ensure accurate scheduling of new patients, emergencies, and continuing care
• Implement systems for confirmations, cancellations, and patient reactivation

V. Administrative Oversight

• Supervise front office operations including check-in/out and treatment documentation accuracy
• Ensure compliance with OSHA, HIPAA, and office policies
• Maintain employee files, HR documentation, and time-off records
• Support payroll preparation (verifying timecards, not processing payroll)
• Serve as liaison between the team, doctors, and external partners

VI. Communication & Culture Building

• Foster open, respectful, and effective communication across the team
• Lead by example in service, teamwork, and accountability
• Manage internal communications and organize staff meetings, trainings, and events

VII. Reporting & Collaboration

• Provide regular operational updates to the doctor on staffing, scheduling, and patient care trends
• Collaborate on workflow improvement and practice growth initiatives
• Support administrative projects such as patient satisfaction surveys and system implementations

Excluded Responsibilities

This position does not include:

• Financial reporting or profit/loss management
• Accounts receivable/payable or bookkeeping
• Payroll processing or tax-related duties
• Contract negotiations or vendor financial management
• Budget creation or forecasting

Qualifications

• Minimum 3 years of experience in dental office management or operations, with a proven record of leadership and team development
• Comprehensive understanding of dental practice workflows, including scheduling, treatment coordination, and patient communication
• Strong leadership and interpersonal skills, with the ability to motivate, coach, and hold team members accountable
• Solid knowledge of HIPAA, OSHA, and clinical compliance standards
• Demonstrated ability to manage complex scheduling systems, maintain efficiency, and meet production goals
• Skilled in conflict resolution, employee relations, and positive team culture building
• Excellent communication, organization, and problem-solving abilities
• Professional, adaptable, and solutions-oriented mindset with a strong focus on patient-centered service

Position Details

• Schedule: Monday – Friday, 9:00 AM – 5:00 PM, plus one weekend per month (Saturday & Sunday)
• Compensation: $30–$32 per hour (based on experience)

Benefits

• Health Insurance
• Dental & Vision Coverage
• 401(k)
• Disability Insurance
• Life Insurance

If you’re ready to bring leadership, organization, and a passion for people to a practice that values teamwork and patient care, we’d love to meet you!

Apply today and be part of our extraordinary team as we continue to grow and innovate.

Job Type: Full-time

Pay: $27.00 - $32.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person