Integrated Practice Administrator
Nichols College, Dudley, MA, United States
and the job listing Expires on April 30, 2026
Job Title: Integrated Practice Administrator
Reports to: President
FLSA 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 business
Greet and interact with patients in a professional, friendly and empathetic manner
Collaborate with clinical leads to evaluate patient communication strategies (verbal, written, visual) and assess impact
Interact with co‑workers and staff in a professional, friendly and empathetic manner
Deliver quality and compassionate care to every patient
Implementing structure and organization to the operations of the office
Overseeing 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 payments
Take inventory of supplies and submit order requests to ensure office has equipment and tools needed to maintain operations
Manage scheduling of office staff
Develop treatment plans in collaboration with providers and present financial options to patients
Handle high‑volume phone activity and patient communications effectively
Schedule and confirm appointments for doctors and hygienists
Coordinate and verify patient insurance, billing, and payment collection using Oryx or similar software
Conduct internal insurance documentation reviews to improve billing accuracy and coding practices
Generate reports from Oryx or similar software
Track and analyze appointment volume, chair utilization, and provider productivity using Oryx and Excel
Monitor patient follow‑up adherence and treatment plan acceptance trends across sites
Analyze cancellation and no‑show patterns to recommend data‑driven scheduling strategies
Support front‑office performance tracking, including phone metrics, intake time, and insurance verification accuracy
Coordinate preventive care recall campaigns and track engagement, response rates, and ROI
Support ongoing patient satisfaction measurement and assist with data aggregation and reporting
Assist in designing and monitoring appointment reminder systems to reduce no‑shows
Generate weekly and monthly KPI reports (collections, production, recall effectiveness, hygiene utilization) for leadership use
Maintain timely and accurate patient records and data entry
Manage general office duties including faxing, scanning, and documentation
Guide parents of minors and patients through our processes before treatment
Prepare patient for examination and treatment
Sterilize or disinfect instruments, set up instrument trays, and prepare materials before appointments
Maintain the cleanliness of their work space before and after each patient including sweeping, vacuuming, mopping and disposing of garbage
Timely document patient information, treatment plans, and procedures in patient chart
Assist with suctioning, holding retractors and suture cutting during surgical procedures
Set up and breakdown the operatory post treatment, sterilize instruments
Take accurate digital dental X‑rays including panoramic and 3D cone beam
Provide patient education, pre‑ and post‑operative instructions
Monitor and evaluate the quality of care and clinical protocols to ensure consistency and excellence
Assists with basic dental laboratory tasks
Implements Columbia Dental procedures and policies
Participate in clinical huddles and operations planning meetings across locations to share insights and recommendations
Create and maintain standardized SOPs for administrative and basic clinical support functions
Familiar with office equipment and able to troubleshoot issues that may arise with the equipment
Responsible for adhering to all government regulations including OSHA, HIPAA and company standards
Supervises other employees
Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
Travel to other Columbia Dental locations to provide coverage when requested by President and superiors
Other relevant duties and responsibilities as assigned
Qualifications & Skills:
Excellent interpersonal communication skills
Excellent organizational skills and detail oriented to effectively handle multiple tasks
Demonstrates problem solving, conflict resolution, critical thinking, and positive communication through teamwork
Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
Able to work independently and provide leadership
Self‑motivated and takes initiative
Skilled in using Oryx
Able to pass background checks
CPR is a plus
Education & Experience:
Masters in Public Health, Healthcare Administration or related degree highly preferred
DANB Radiation Health and Safety Certification
DANB Infection Control Certification
Previous work experience as a dentist, knowledge of dentistry, familiarity with dental procedures is required
Education 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 needed
Manual dexterity sufficient to operate medical equipment, keyboard, copier, telephone, and the ability to write/type
Must 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.
#J-18808-Ljbffr
Job Title: Integrated Practice Administrator
Reports to: President
FLSA 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 business
Greet and interact with patients in a professional, friendly and empathetic manner
Collaborate with clinical leads to evaluate patient communication strategies (verbal, written, visual) and assess impact
Interact with co‑workers and staff in a professional, friendly and empathetic manner
Deliver quality and compassionate care to every patient
Implementing structure and organization to the operations of the office
Overseeing 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 payments
Take inventory of supplies and submit order requests to ensure office has equipment and tools needed to maintain operations
Manage scheduling of office staff
Develop treatment plans in collaboration with providers and present financial options to patients
Handle high‑volume phone activity and patient communications effectively
Schedule and confirm appointments for doctors and hygienists
Coordinate and verify patient insurance, billing, and payment collection using Oryx or similar software
Conduct internal insurance documentation reviews to improve billing accuracy and coding practices
Generate reports from Oryx or similar software
Track and analyze appointment volume, chair utilization, and provider productivity using Oryx and Excel
Monitor patient follow‑up adherence and treatment plan acceptance trends across sites
Analyze cancellation and no‑show patterns to recommend data‑driven scheduling strategies
Support front‑office performance tracking, including phone metrics, intake time, and insurance verification accuracy
Coordinate preventive care recall campaigns and track engagement, response rates, and ROI
Support ongoing patient satisfaction measurement and assist with data aggregation and reporting
Assist in designing and monitoring appointment reminder systems to reduce no‑shows
Generate weekly and monthly KPI reports (collections, production, recall effectiveness, hygiene utilization) for leadership use
Maintain timely and accurate patient records and data entry
Manage general office duties including faxing, scanning, and documentation
Guide parents of minors and patients through our processes before treatment
Prepare patient for examination and treatment
Sterilize or disinfect instruments, set up instrument trays, and prepare materials before appointments
Maintain the cleanliness of their work space before and after each patient including sweeping, vacuuming, mopping and disposing of garbage
Timely document patient information, treatment plans, and procedures in patient chart
Assist with suctioning, holding retractors and suture cutting during surgical procedures
Set up and breakdown the operatory post treatment, sterilize instruments
Take accurate digital dental X‑rays including panoramic and 3D cone beam
Provide patient education, pre‑ and post‑operative instructions
Monitor and evaluate the quality of care and clinical protocols to ensure consistency and excellence
Assists with basic dental laboratory tasks
Implements Columbia Dental procedures and policies
Participate in clinical huddles and operations planning meetings across locations to share insights and recommendations
Create and maintain standardized SOPs for administrative and basic clinical support functions
Familiar with office equipment and able to troubleshoot issues that may arise with the equipment
Responsible for adhering to all government regulations including OSHA, HIPAA and company standards
Supervises other employees
Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
Travel to other Columbia Dental locations to provide coverage when requested by President and superiors
Other relevant duties and responsibilities as assigned
Qualifications & Skills:
Excellent interpersonal communication skills
Excellent organizational skills and detail oriented to effectively handle multiple tasks
Demonstrates problem solving, conflict resolution, critical thinking, and positive communication through teamwork
Exercises skill and sound professional judgment in fulfilling the duties and responsibilities of the position
Able to work independently and provide leadership
Self‑motivated and takes initiative
Skilled in using Oryx
Able to pass background checks
CPR is a plus
Education & Experience:
Masters in Public Health, Healthcare Administration or related degree highly preferred
DANB Radiation Health and Safety Certification
DANB Infection Control Certification
Previous work experience as a dentist, knowledge of dentistry, familiarity with dental procedures is required
Education 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 needed
Manual dexterity sufficient to operate medical equipment, keyboard, copier, telephone, and the ability to write/type
Must 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.
#J-18808-Ljbffr