Clinic Care Coordinator Supervisor/Office Manager

Apple Tree Dental is a nationally recognized, innovative non-profit group practice committed to delivering comprehensive, high-quality dental care to patients of all ages and abilities. We serve communities both at our Centers for Dental Health and through mobile and on-site services in long-term care and assisted living facilities, Head Start centers, group homes, and schools.

The Clinic Care Coordinator Supervisor/Office Manager is to provide leadership and guidance to staff, oversee daily office operations, and develop and maintain oral health care (OHC) clinical provider schedules to ensure productivity, sustainability, and strong collaboration between support and clinical teams.

Key Responsibilities

• Human Resources & Team Management: Oversee recruitment, selection, employee engagement, relations, retention, policy interpretation, employee recognition, and performance management, including reviews, coaching, disciplinary actions, and terminations as necessary. Address team member concerns in collaboration with supervisors and Human Resources.
• Staff Training & Development: Coordinate orientation and training for new dentists, dental and advanced dental therapists, dental hygienists, and support staff on office policies and clinical procedures.
• Provider & Team Scheduling: Manage OHC team schedules, including time-off requests, sick calls, provider availability, mobile dental offices, and clinic operatories. Monitor appointment accuracy and provider schedules to maximize productivity.
• Daily Operations & Collaboration: Collaborate with the Center Director, Chief Operating Officer, Office Manager, and other leaders to develop, maintain, and improve office support procedures, resolve scheduling conflicts, support program growth, and enhance patient experiences.
• Patient Relations & Support: Ensure patient complaints are appropriately addressed and resolved. Respond to procedural questions and concerns, assist patients with insurance and financial information for extensive treatment plans, and perform Clinic Care Coordinator and Greeter duties as needed.
• Compliance & Quality Assurance: Ensure HIPAA compliance within the oral health support team and promote adherence to organizational, office, and clinical policies and procedures.
• Credentialing & Program Support: Coordinate health plan credentialing and onboarding for new dentists, oversee the Dental Director program, and provide administrative support for the IV Sedation program, as applicable.
• Reporting & Performance Monitoring: Prepare and provide production, statistical, and financial reports; monitor employee turnover and provider productivity; and recommend and implement operational improvements.
• Administrative & Facility Oversight: Oversee office equipment maintenance, facility cleaning contracts, and general facility maintenance.
• Meetings & Committees: Coordinate, attend, and lead meetings and committee assignments as needed to support communication and collaboration.
• Additional Responsibilities: Perform other duties and responsibilities as assigned.

Requirements

• Administrative experience required
• Dental office experience required
• HS Diploma required
• Additional Preferred Qualifications
• Open Dental knowledge
• Associate degree or higher
• Management experience

Additional Expectations

• Listens to, understands and appropriately responds to patient/customer needs. Meets the reasonable needs of all patient/family/customer groups and improves overall customer satisfaction.
• Demonstrates professional behavior with his/her work. Complies with personnel and departmental policies. Supports and participates in quality improvement activities.
• Works actively with others to get the job done. Consistently exhibits courteous behavior/actions, including maintaining a positive attitude.
• Supports and participates in changes and discussions regarding work practices.
• Acts and speaks respectfully regardless of the presence or absence of the person. Frequently offers praise to others for doing a good job. Listens to and respects the opinions of others and maintains confidentiality.
• Demonstrates enthusiasm and commitment towards personal growth and development; completes and attends mandated educational courses. Maintain current licensure and certifications, if applicable. Attends and participates in departmental meetings, and if unable to attend proactively asks or gathers missed information.
• Addresses issues in a courteous and respectful manner. Maintains the same standard for all patients/families and co-workers. Supports co-workers and patients/families in a positive manner.
• Follows safety practices. Identifies problems and works to resolve safety issues as they occur and in accordance with policy, asking for assistance when necessary. Helps and teaches others.

Physical Demands

• Prolonged sitting may be required.
• Must be able to perform physical movements/motions with the degree of mobility, manual dexterity and hand-eye coordination normally associated with office tasks on a frequent, repetitive basis.
• The ability to distinguish letters and symbols.
• The ability to utilize telephones, computers, keyboards and copiers is required.
• Must be able to work under stressful conditions, and tolerate irregular hours when required.
• Ability to lift up to 20 lbs. is required.
• Manual dexterity is needed for using a calculator, adding machine and keyboard

Why Join Us?

• Meaningful Work – Make a difference in a mission-driven, patient-centered practice.
• Professional Growth – Gain valuable experience in a supportive team environment.
• Inclusive Workplace – Work in a welcoming setting where all contributions are valued.

Apple Tree Dental reserves the right to revise or change job duties and responsibilities as business needs arise. In compliance with EEOC 29 CFR part 1630, if the essential functions of this position cannot be performed in a satisfactory manner by the employee, further accommodations shall be made if it does not constitute undue hardships upon this organization.