Office Administrator (Contract Position)

Mobile Dental Hygiene Practice | 20 Hours per Week

We are a growing mobile dental hygiene practice dedicated to delivering exceptional oral health care to residents in long-term care and community settings. We are looking for an experienced, organized, and proactive Office Administrator to become an integral part of our team.

This is more than a traditional administrative role. We're looking for someone who enjoys creating efficient systems, takes ownership of their work, communicates professionally, and wants to contribute to the continued growth of a patient-focused business.

About the Role

As our Office Administrator, you will oversee the day-to-day administrative operations of the practice, ensuring patients, families, facilities, and clinicians receive exceptional support. You will manage scheduling, insurance processing, accounts receivable, patient records, and administrative workflows while working closely with the business owner to improve operations and support business growth.

This position begins as a 20-hour-per-week contractor role, with the opportunity to transition to a hybrid work arrangement after three months for the right candidate.

Qualifications

We're looking for someone who has:

- Dental Administration Certificate (required)
- Minimum five years of dental administrative experience
- Minimum five years of experience using ClearDent software (cloud)
- Excellent written and verbal communication skills
- Strong organizational and time-management skills
- Experience managing multiple priorities while maintaining accuracy
- Confidence working independently with minimal supervision
- Proficiency with Google Workspace, AI, email, calendars,



and standard office software.
- A professional, reliable, and positive attitude

Key Responsibilities

Practice Administration

- Coordinate daily administrative operations
- Work closely with the owner to support practice growth and operational efficiency
- Maintain organized patient records and documentation
- Create and maintain patient charts
- Convert clinical notes into standardized templates
- Update and manage consent forms
- Add new consent forms to patient schedules

Scheduling

- Manage provider schedules accurately
- Create schedules at least two months in advance
- Maintain scheduling within Google Calendar
- Coordinate appointments with facilities, families, and clinicians

Insurance & Accounts Receivable

- Process insurance claims and follow up on outstanding claims
- Invoice facilities and families accurately
- Cross-reference schedules with invoices to ensure accuracy
- Reconcile payments within ClearDent
- Prepare monthly Accounts Receivable reports for the bookkeeper
- Communicate with families regarding missing insurance information or documentation

Communication

- Respond to emails and messages promptly, acknowledging all inquiries within 24 hours
- Maintain skilled communication with patients, families, facilities, and referral partners




- Follow up proactively until issues are resolved
- Escalate urgent or unclear matters appropriately

Referral Management

- Process incoming referrals efficiently
- Track referrals to ensure no opportunities are missed or delayed
- Maintain accurate referral documentation

What We're Looking For

The ideal candidate is someone who:

- Is exceptionally organized and detail-oriented
- Takes initiative rather than waiting to be directed
- Communicates professionally and confidently
- Enjoys improving systems and processes
- Can prioritize competing demands while maintaining accuracy
- Values accountability and follows through on commitments
- Wants to contribute to a growing, collaborative practice

Work Schedule

- Contract position
- Approximately 20 hours per week
- Daily responsibilities are expected to be completed by the end of each workday
- Consistent availability during agreed working hours
- Opportunity to transition to a hybrid work arrangement after three months based on performance

Performance & Growth

Performance reviews will be conducted periodically to ensure expectations are being met and to provide opportunities for feedback, professional development, and continued growth. We believe in open communication, accountability, and supporting our team members to succeed.

To Apply

Please submit:

- Your resume
- A brief cover letter outlining your dental administration experience
- Your experience with ClearDent software
- Two professional references

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $19.55-$32.34 per hour

Work Location: In person

📌 Dental Office Administrator (Canada)
🏢 SP
📍 Canada