A Free Training from 5x CEO Sarah Beth Herman, Founder of No Silver Spoons®
The role of a dental office manager isn’t just about running the day-to-day operations—it’s about leading, growing, and supporting a team in a way that makes the entire practice thrive. It’s about scaling without chaos, handling more patients while keeping the quality of care top-notch, and making sure your team feels valued, not overworked.
And let’s be honest—it’s not always easy.
The American Association of Dental Office Management (AADOM) reports that 82% of dental office managers feel overwhelmed by the demands of their role, while the American Dental Association (ADA) states that 40% of dental offices struggle with staffing shortages, putting even more pressure on managers to make things work.
But here’s the thing: being a great office manager isn’t about being the boss—it’s about being a leader.
And fabulous leadership isn’t about barking orders, it’s about empowering your team, optimizing processes, and creating a culture where everyone thrives.
If you’re ready to be an exceptional dental office manager, keep reading. Because this is your blueprint.
1. Leadership First, Management Second
If you want to be a fabulous office manager, start by understanding the difference between managing and leading.
✔ A manager oversees tasks.
✔ A leader inspires people.
✔ A great office manager does both.
"Leadership is not about being in charge. It is about taking care of those in your charge." — Simon Sinek
Your team doesn’t need someone to remind them of deadlines and schedules. They need a leader who understands their struggles, listens to their ideas, and helps them succeed.
How to Lead Without Being a “Head Honcho”
Ask for feedback—Your team sees the daily workflow differently than you do. Ask what’s working, what’s not, and be open to making changes.
Set the tone—If you’re overwhelmed, your team feels it. If you stay positive, calm, and focused, your team will mirror that energy.
Get in the trenches—Be willing to do what you ask of others. If the front desk is drowning in calls, help answer them. If hygiene is slammed, step in and support the flow.
Respect is earned, not given. Show your team that you’re here to lead, not just oversee.
2. Scaling a Dental Office Without Losing Quality
Growth isn’t just about getting more patients—it’s about handling them efficiently without burning out your team.
According to the ADA, the average dental office sees 1,500-2,000 active patients per doctor, and with proper scheduling and workflow improvements, offices can handle 20-30% more patients without adding burnout.
What Scaling Actually Means for a One-Location Office
More efficient systems—Not just more patients. If you don’t have a solid workflow, adding patients will create chaos, not success.
Leveraging technology—Use automation for reminders, insurance verification, and patient follow-ups so your team isn’t drowning in manual tasks.
Partnering with a virtual dental company like Dentistry Support—Remote billing, insurance verification, and patient communication services can help you scale without overloading your in-house team.
Before focusing on increasing patient numbers, ask: “Is our office running as efficiently as it could be today?”
Practical Steps to Scale Without Chaos
Block scheduling—Group similar procedures together to increase efficiency and minimize operatory downtime.
Optimize insurance verification—Pre-verify benefits before patients arrive so there are no surprises at checkout.
Streamline patient communication—Use texts and emails for appointment confirmations and post-op care instructions.
Scaling doesn’t mean doing more with less—it means doing more with the right systems and the right team support.
3. The Art of Teamwork: Building a Strong, Motivated Team
A practice can’t grow if the team is unhappy, unsupported, or unmotivated. Your job as a leader is to create an environment where people want to stay, grow, and thrive.
Ways to Keep Your Team Motivated
Encourage career growth—Support continuing education for your team. Investing in them means investing in your practice.
Set clear goals and celebrate wins—Did the front desk reduce no-shows? Celebrate it. Did your biller clean up outstanding claims? Recognize their effort.
Make work-life balance a priority—Overworked teams don’t perform well. Offer flexibility where possible, and recognize when your team needs breathers.
"The strength of the team is each individual member. The strength of each member is the team." — Phil Jackson
Hold a 10-minute morning huddle every day to check in, set the tone, and make sure everyone feels supported before the day starts.
4. Financial & Scheduling Smarts: Balancing Growth and Profitability
A growing practice doesn’t just need more patients—it needs smart financial and scheduling strategies to increase revenue without overworking the team.
How to Balance Productivity and Profitability
Set daily production goals—Know exactly how much revenue is needed each day to stay profitable.
Eliminate bottlenecks—Is hygiene always behind? Are check-outs taking too long? Identify areas where time is being wasted and fix them.
Maximize chair time—Avoid gaps in the schedule by having on-deck patients who can fill last-minute cancellations.
If your practice is seeing less than 85% appointment retention, it’s time to rework patient follow-ups and scheduling efficiency.
5. Finding a Mentor and Building the Right Partnerships
Every great leader learns from other great leaders. Being a fabulous office manager doesn’t mean figuring it all out on your own.
Working with a mentor like Sarah Beth Herman can give you direct insight into how top dental office managers run their practices, scale efficiently, and build teams that thrive.
Why You Need a Mentor
You learn faster—Avoid common mistakes by learning from someone who has already navigated them.
You get fresh perspectives—See your office operations through a new lens and find better solutions.
You build confidence—Making leadership decisions is easier when you have an experienced guide helping you grow.
Partnering for Scalability
Work with a virtual dental company like Dentistry Support for billing, insurance verification, and patient communication.
Connect with local businesses for referral programs and community partnerships that bring in more new patients.
Build strong vendor relationships to ensure seamless supply and equipment management.
The most successful dental office managers don’t do it alone—they surround themselves with mentors, partners, and a team that shares their vision.
Final Thoughts: You Were Made for This
Being a dental office manager is one of the most challenging and rewarding jobs in dentistry. It’s not about power—it’s about influence, growth, and creating an incredible practice for your patients and team.
If you want to be fabulous at this job, here’s what you need to remember:
Lead with heart, not ego.
Scaling is about systems, not just patient volume.
Your team’s success is your success.
Always be learning.
You have what it takes to build something amazing. The only question is: Are you ready to step up and lead?
Disclaimer:
To learn more about Sarah Beth Herman, the author of all free training content you can read her bio here. These materials are intended to provide helpful information to dentists and dental team members. They are in no way a substitute for actual professional advice based on your unique facts and circumstances. This content is not intended or offered, nor should it be taken, as legal or other professional advice. You should always consult with your own professional advisors (e.g. attorney, accountant, or insurance carrier). To the extent, Dentistry Support ®has included links to any third-party website (s), Dentistry Support ® intends no endorsement of their content and implies no affiliation with the organizations that provide their content. Further, Dentistry Support ® makes no representations or warranties about the information provided on those sites. You can view our privacy policy and terms and conditions by clicking those pages in the footer of our website.