Integrated Practice Administrator

Job Title:Integrated Practice AdministratorReports to:PresidentFLSA Status:Nonexempt Position Summary: The Integrated Practice Administrator (IPA) is a dynamic and versatile employee responsible for overseeing the clinical, administrative, and operational functions of the satellite office locations of Columbia Dental. This role combines operational duties with hands-on support at the front desk and chairside, ensuring high standards of care, compliance, and patient experience. The IPA plays a crucial role in maintaining workflow efficiency, staff coordination, and quality assurance across the practice. General Duties & Responsibilities:Opening and/or closing office for businessGreet and interact with patients in a professional, friendly and empathetic mannerCollaborate with clinical leads to evaluate patient communication strategies (verbal, written, visual) and assess impactInteract with co-workers and staff in a professional, friendly and empathetic mannerDeliver quality and compassionate care to every patientImplementing structure and organization to the operations of the officeOverseeing all financial aspects of the office including but not limited to collecting of monies, daily submission of monies to bank/Corporate Office, and reconciliation of patient paymentsTake inventory of supplies and submit order requests to ensure office has equipment and tools needed to maintain operationsManage scheduling of office staffDevelop treatment plans in collaboration with providers and present financial options to patientsHandle high-volume phone activity and patient communications effectivelySchedule and confirm appointments for doctors and hygienistsCoordinate and verify patient insurance, billing, and payment collection using Oryx or similar softwareConduct internal insurance documentation reviews to improve billing accuracy and coding practicesGenerate reports from Oryx or similar softwareTrack and analyze appointment volume, chair utilization, and provider productivity using Oryx and ExcelMonitor patient follow-up adherence and treatment plan acceptance trends across sitesAnalyze cancellation and no-show patterns to recommend data-driven scheduling strategiesSupport front-office performance tracking, including phone metrics, intake time, and insurance verification accuracyCoordinate preventive care recall campaigns and track engagement, response rates, and ROISupport ongoing patient satisfaction measurement and assist with data aggregation and reportingAssist in designing and monitoring appointment reminder systems to reduce no-showsGenerate weekly and monthly KPI reports (collections, production, recall effectiveness, hygiene utilization) for leadership useMaintain timely and accurate patient records and data entryManage general office duties including faxing, scanning, and documentationGuide parents of minors and patients through our processes before treatmentPrepare patient for examination and treatmentSterilize or disinfect instruments, set up instrument trays, and prepare materials before appointmentsMaintain the cleanliness of their work space before and after each patient including sweeping, vacuuming, mopping and disposing of garbageTimely document patient information, treatment plans, and procedures in patient chartAssist with suctioning, holding retractors and suture cutting during surgical proceduresSet up and breakdown the operatory post treatment, sterilize instrumentsTake accurate digital dental X-rays including panoramic and 3D cone beamProvide patient education, pre- and post-operative instructionsMonitor and evaluate the quality of care and clinical protocols to ensure consistency and excellenceAssists with basic dental laboratory tasksImplements Columbia Dental procedures and policiesParticipate in clinical huddles and operations planning meetings across locations to share insights and recommendationsCreate and maintain standardized SOPs for administrative and basic clinical support functionsFamiliar with office equipment and able to troubleshoot issues that may arise with the equipmentResponsible for adhering to all government regulations including OSHA, HIPAA and company standardsSupervises other employeesExercises skill and sound professional judgment in fulfilling the duties and responsibilities of the positionTravel to other Columbia Dental locations to provide coverage when requested by President and superiorsOther relevant duties and responsibilities as assigned Qualifications & Skills:Excellent interpersonal communication skillsExcellent organizational skills and detail oriented to effectively handle multiple tasksDemonstrates problem solving, conflict resolution, critical thinking, and positive communication through teamworkExercises skill and sound professional judgment in fulfilling the duties and responsibilities of the positionAble to work independently and provide leadership Self-motivated and takes initiativeSkilled in using OryxAble to pass background checksCPR is a plus Education & Experience:Masters in Public Health, Healthcare Administration or related degree highly preferredDANB Radiation Health and Safety CertificationDANB Infection Control CertificationPrevious work experience as a dentist, knowledge of dentistry, familiarity with dental procedures is requiredEducation in dentistry including foreign trained dentists may be acceptable substitution for required experience Physical Demands:Ability to be physically mobile (stand, walk, reach, climb, bend) and also the ability to stand for prolonged periods throughout the day/work hours when neededManual dexterity sufficient to operate medical equipment, keyboard, copier, telephone, and the ability to write/typeMust be able to lift and/or move up to 20 pounds occasionally*Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Note: The organization reserves the right to change the responsibilities and duties of this or any position at any time due to business necessity, with or without notice. The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the sole duties and responsibilities required of any particular position within the organization. Employees may be required to perform job-related tasks other than those specifically listed on this job description. Columbia Dental is an equal opportunity employer.