Philadelphia Fight
  • Philadelphia, PA, USA
  • Full Time

Philadelphia FIGHT Family Dentistry

Dental Practice Administrator

Job Description

Hours: M-T 11:00 to 7:00, W-F 8:00 to 4:00

Department: Dental Services

Home base: Dental Clinic  

Supervisor: Dental Director

Full-Time, 40 hours per week; half hour paid break/lunch; Exempt


Philadelphia FIGHT is a Federally Qualified Health Center (FQHC). We have been providing primary care for people living with HIV/AIDS and those at very high risk since 1990. Our organization is team-centered and multi-disciplinary. In addition to clinical care, we offer access to behavioural health and substance abuse services, a wide range of educational programs, HIV counselling and testing, and youth programs. Philadelphia FIGHT Family Dentistry, our dental program, provides culturally competent, non-judgmental, high quality dental care to both adult and pediatric patients.

Job Responsibilities


We welcome someone who wants a career path that is personally meaningful as well as financially rewarding. The ideal candidate must be self-motivated and take the initiative to promote the practice while overseeing daily operations, and has extensive experience in running a multi-provider dental and/or medical practice. Previous experience motivating people and managing teams to achieve successful outcomes is required. We are looking for a detail oriented individual with an excellent ability to multitask and exceptional customer service and interpersonal communication skills, with a professional demeanor and positive attitude. The ideal candidate will have experience in the dental field and dental team leadership, be well versed in a broad range of computer applications, and be professional in both verbal and written communication (college degree preferred). Job responsibilities include: coordination of daily operations, HR management, administrative support, practice marketing, monitoring and improving production goal numbers and overseeing front desk systems. The practice administrator will report to the Dental Director.

Job Responsibilities

  • Manages day to day activities and staff of the practice.
  • Acts as liaison and provides support to dentists and staff.
  • Assures maximized collection on daily basis.
  • Monitors AR on a weekly basis.
  • Keeps credit balances at minimum.
  • Manages all Dental payment plans.
  • Manages workflow to assure smooth and efficient patient flow.
  • Assures compliance with FIGHT and Dental Clinic policies.
  • Oversees inventory control management of supplies dental and front office.
  • Ability to evaluate team members and perform employee reviews with input from the dentist(s).
  • Understands disciplinary/discharge policy.
  • Ensures adherence to OSHA standards for safety and infection control.
  • Assures compliance with all HIPAA regulations.
  • Assures appropriate documentation of any patient complaint or incident and works to resolve issues following management policies. Informs Directors of such.
  • Attends seminars/training that are applicable to practice and leadership development.
  • Handles all staff issues, complaints and concerns in a timely and confidential manner.
  • Develops team meeting agenda and runs meeting on a monthly basis.
  • Provides training for clerical staff and front desk as appropriate.
  • Completes required reports in timely manner; understand content and has ability to address issues.
  • Motivates, communicates, and provides a positive environment in which all employees find job satisfaction.
  • Communicates frequently with Directors on status of all practice functions (especially financial) and issues. 
  • Notifies HR Director and Dental Director of employee issues.
  • Performs all duties as requested by dentist and/or corporate management.
  • Assures productive, full schedules for each provider.
  • Oversees appropriate entry and scheduling of treatment plans.
  • Assures recall/reactivation efforts.
  • Monitors unscheduled treatment and assures attempts at scheduling patient.
  • Assures accurate daily deposit; delivery to finance.
  • Performs payroll/timesheet duties and tracks team member benefit hours.
  • Provide support for FIGHT Dental Services front desk, laboratory, dental assistant, and sterilization staff.  
  • Coordinate training of all FIGHT Dental Services ancillary staff on-site.
  • Participate in hiring of FIGHT Dental Services ancillary staff especially in assessing their fit for FIGHT Dental Services.
  • Coordinate training for new staff on EMR.
  • Receive and address patient complaints as it applies to FIGHT Dental ancillary staff.
  • Coordinate schedules of all FIGHT Dental Services staff members, interns, and volunteers.
  • Process FQHC funding requirements appropriately such as ensuring compliance and submitting reports.
  • Works closely with finance and Dental Director to stay on budget and monitor revenue through reporting modules in the EMR
  • Coordinates equipment and facilities problems and maintenance.
  • Coordinates relationships with supply reps.
  • Executes office policies regarding infection control and instrument management.
  • Supervise preparation of treatment rooms for patients.
  • Supervise instrument sterilization and organization.
  • Assist in basic dental assisting duties when needed.
  • Work closely with the Dental Director to facilitate smooth patient care and staff satisfaction.
  • Assist in quality management doing tasks such as chart reviews, review of billing coverage of test codes, and maximizing the ins and outs of the clinic.  


Practice Administrator Education and Experience


  • Administrator/Office/Practice Manager: 5+ years
  • Supervisory experience: 5+ years
  • EMR software (eCW preferred): 3+ years


  • Bachelor's degree in business, accounting, public health, healthcare administration
  • Experience within a dental office: 5+ years


Initial probationary period is three months.


Physical Demands:

  • Occasional lifting of 40 50 lbs and pushing of 5-20 lbs
  • Sitting, standing and walking approximately 80% of the time
  • A medium to high level of manual dexterity required
  • Bending and reaching approximately 20% of the time
  • Normal accessibility and mobility required
  • Normal overtime/extended work hours


Blood Borne Pathogen Exposure Category 1 Job classification includes ALL employees who have occupational exposure* to blood borne pathogens* (blood or body fluids) while performing their job duties.

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