Practice Manager

Job Description

Job Description

Chestnut Dental Associates is seeking an experienced Practice Manager I to lead the day-to-day operations of our Bedford, MA practice. This role is responsible for driving performance, ensuring exceptional patient care, and fostering a strong, engaged team culture.

The Practice Manager partners closely with providers and staff to optimize scheduling, improve efficiency, maintain compliance, and achieve production and collection goals. If you are a hands-on leader who thrives in a fast-paced dental environment and knows how to balance people, performance, and process — we’d love to meet you.

Job Title: Practice Manager I
Department/Location: Bedford, MA
Reports To: Chief Operating Officer
FLSA Status : Non-Exempt

Position Summary

The Practice Manager is responsible for overseeing the day-to-day operations for the Bedford dental practice at Chestnut Dental Associates. The Practice Manager is responsible for ensuring exceptional patient care, operational efficiency, and team engagement. This role provides leadership to both administrative and clinical staff, partners closely with providers and staff to optimize scheduling and service delivery and ensures compliance with regulatory and organizational standards.

The Practice Manager drives production and performance goals, fosters a positive workplace culture, and supports the doctors in achieving overall practice objectives.

Essential Responsibilities

Operational Leadership

• Oversee daily administrative and clinical operations, ensuring efficient workflows and exceptional patient experiences.
• Manage and optimize the patient scheduling system to maximize productivity and resource utilization.
• Audit schedules regularly to minimize errors, reduce gaps, and improve efficiency.
• Ensure proper handling of patient appointments, cancellations, and last-minute schedule adjustments.
• Monitor daily metrics and prepare weekly reports to guide strategic decision-making.
• Lead and execute assigned projects to support practice growth and organizational initiatives.
• Oversite of office financial performance, monitoring expenses, supply management and costs
• Responsible for timecard management and personnel time management.

Team Leadership & Human Resources

• Provide hands-on leadership and support to administrative (front desk) and clinical teams.
• Lead recruitment, interviewing, hiring, onboarding, and termination processes.
• Conduct performance evaluations, provide ongoing feedback, and manage disciplinary actions when necessary.
• Works collaboratively with human resources and leadership on personnel matters, staffing, recruitment, hiring and performance management.
• Maintain employee records, attendance tracking, and compliance documentation.
• Review and approve time-off requests while maintaining optimal patient coverage.
• Ensure timely and effective training of staff on systems, policies, procedures, and compliance requirements.
• Conduct continuous performance assessments to ensure accuracy, efficiency, and professional development.
• Lead daily huddles and regular staff meetings to promote communication, collaboration, and accountability.
• Foster a culture of respect, teamwork, accountability, and professional growth.

Provider & Patient Relations

• Build and maintain strong working relationships with doctors.
• Lead monthly doctor meetings to review performance, address concerns, and align on goals.
• Anticipate and support provider needs to enhance clinical productivity.
• Respond promptly and professionally to doctor, patient, and employee concerns.
• Resolve patient issues in accordance with company policies, healthcare regulations, and dental board standards.

Compliance & Performance Management

• Ensure regulatory compliance with HIPPA, OSHA and dental board requirements.
• Ensure clinical staff licensure and documentation
• Monitor and drive performance benchmarks, including production, collections, and schedule efficiency.
• Hold self and team accountable for meeting organizational expectations and deliverables.

Performance Benchmarks

• Office Production
• Office Collections
• No-Show and Cancellation Rate (10% or less)
• Schedule Utilization and Efficiency
• Team Engagement and Retention

Qualifications & Experience

• At least 7 years of dental practice management experience required
• Experience with Open Dental software preferred
• Project management experience strongly preferred
• Strong understanding of dental office workflows, billing, and compliance

Leadership Competencies

• Exceptional organizational and time management skills
• Ability to manage multiple priorities simultaneously
• Strong decision-making and problem-solving abilities
• Demonstrated ability to lead by example
• Ability to positively influence culture, morale, and team performance
• Excellent communication and interpersonal skills

Education

• Bachelor’s degree preferred
• At least five years of Dental Office Management (administrative and clinical) experience preferred
• Project Management experience preferred
• Open Dental System experience preferred