Dental Office Manager

Dental Operations & Patient Success Manager Calgary, Alberta

$30–$38 per hour | Full-Time | Benefits Available

Are you the kind of person who loves bringing order to chaos, helping patients move forward with treatment, and ensuring a dental practice runs at its absolute best?

Do you enjoy the challenge of balancing patient care, team coordination, financial management, and operational excellence?

We are seeking a highly organized, proactive, and experienced Dental Operations & Patient Success Manager to become a key leader within a growing and patient-focused dental practice in Calgary.

This is not simply an administrative role.

This is an opportunity to become the operational backbone of the practice—working closely with patients, team members, and leadership to ensure exceptional patient experiences, strong case acceptance, healthy systems, and a thriving practice culture.

If you thrive in a fast-paced environment, enjoy taking ownership, and love making a meaningful impact every day, we'd love to meet you.

What You'll Be Responsible For Patient Treatment Coordination & Case Acceptance

You will play a critical role in helping patients move forward with their recommended care by:

• Following up on unscheduled treatment plans
• Coordinating financial discussions with patients
• Supporting treatment plan acceptance
• Ensuring patients receive the information they need to make informed decisions
  
  

Insurance & Accounts Receivable

You will help maintain healthy practice finances by:

• Managing insurance claim submissions and follow-ups
• Posting insurance payments
• Resolving claim denials
• Monitoring and managing insurance receivables
• Following established AR management protocols
  
  

Pre-Authorization Management

You'll oversee all pre-authorization activity, including:

• Tracking submitted pre-authorizations
• Following up on approvals
• Communicating outcomes to patients
• Coordinating scheduling once approvals are received
  
  

Administrative Communication & Follow-Up

You'll ensure important patient and practice communications never fall through the cracks by managing:

• Insurance correspondence
• Pre-authorizations
• Specialist reports
• X-ray and record requests
• Treatment-related communications
• Follow-up tasks and completion tracking
  
  

Operational Oversight

You'll work closely with the team to maintain smooth day-to-day operations by:

• Supporting and overseeing front desk performance
• Helping resolve patient concerns
• Monitoring patient experience standards
• Responding to Google reviews and escalating concerns when necessary
  
  

Outsourced Service Coordination

You'll act as the quality control lead for outsourced services, including:

• Reviewing insurance verifications for accuracy
• Participating in regular performance reviews with service providers
• Identifying scheduling and recall gaps
• Tracking deficiencies and recommending improvements
• Escalating recurring issues and trends
  
  

Financial & Business Administration

Responsibilities include:

• Insurance payment reconciliation
• Monitoring accounts receivable aging
• Coordinating patient refunds
• Month-end reporting
• Supporting head office reporting requirements
• Assisting with accounts payable processes
  
  

Team Scheduling & Staffing

You'll help ensure the practice is appropriately staffed by:

• Managing schedules for dentists, hygienists, assistants, and administrative team members
• Coordinating vacation requests and coverage
• Approving staff hours
• Arranging temporary staffing when required
  
  

Facility & Practice Support

You'll also coordinate:

• Maintenance requests
• Vendor communications
• Facility-related issues
• General administrative support
  
  

What We're Looking For

The ideal candidate will have:

• Previous dental administration, treatment coordination, office management, or practice management experience
• Strong knowledge of dental insurance processes and claims management
• Excellent organizational and follow-up skills
• Confidence discussing treatment plans and financial arrangements with patients
• Strong leadership and problem-solving abilities
• Exceptional communication skills
• A proactive, solutions-focused mindset
• The ability to manage multiple priorities without losing attention to detail

Schedule

• Monday to Friday: 8:30 AM – 4:30 PM
• One Saturday per month: 8:30 AM – 4:00 PM
• When a Saturday is worked, an alternate weekday off will be provided (typically Monday or Friday)
  
  

Compensation

• $30–$38 per hour
• Compensation based on experience and qualifications
• Additional benefits available
  
  

Why Join Our Team?

• Supportive and collaborative culture
• Leadership team that values initiative and accountability
• Opportunity to make a meaningful impact on patient care and practice success
• Stable, long-term career opportunity
• Professional growth and development

If you're an experienced dental professional who enjoys both patient interaction and operational leadership, we'd love to hear from you.

Apply today and help us create an exceptional experience for both our patients and our team.