Back Office Manager Jobs (NOW HIRING)

Job Title: Back Floor Supervisor

Position Summary

The Back Floor Supervisor performs a variety of dental assisting duties while promoting a safe and cleanly environment for providing quality dental care. These duties include, but are not limited to, supervising all Non-professional Dental back office employees; assisting the doctors; communicating effectively with patients (or parents if patient is a child); maintaining equipment and inventory; and following standard precautions, OSHA and HIPAA requirements, and dental board auxiliaries’ regulations.

Responsibilities

• Open/close the back office as instructed
• Ensure dental office is a safe environment
• Supervise the Registered Dental Assistants, Dental Assistants, and Sterilization Assistants
• Assist the Office Manager in implementing the Code of Safe Practices and monitoring OSHA and HIPAA compliance
• Supervise orientation and training of all new assistants by introducing them to the office, systems, and set‑ups
• Monitor and coordinate patient flow between x-ray department, new patients, recall patients, post‑operative check‑ups, specialty patients, hygiene patients, etc.—to increase production
• Keep dentists up to date on awaiting patients
• Monitor supply utilization to optimize use and minimize cost
• Order supplies (including oxygen), check all invoices, and return them to Office Manager on a daily basis. Assure that supplies are not under-stocked or over-stocked, inventory control
• Maintain the prosthetic laboratory schedule
• Monitor quality control of re-do cases
• Review charts on daily basis to determine if everything has been documented and if the patient had all work done for which she/he was scheduled
• Ensure that impressions are poured properly, without flaws, and are not left out overnight to dry
• Record, in a log book, the date prosthetic cases are sent out, and when they are due back
• Pack lab cases and send them out the same day
• Check lab cases daily; ensure that patients are rescheduled when cases were expected but not received
• Monitor the lunch schedules and breaks of back office staff; and ensure that all posts are covered at all times
• Coordinate equipment repairs with Office Manager
• Supervise the oiling of handpieces
• Ensure that amalgamator is cleaned on a weekly basis
• Obtain post‑operative Endo x-rays for dentists prior to dismissing patients
• Complete and send in spore tests weekly and ensure the tests pass satisfactorily
• Check with dentists to ensure the day is running smoothly
• Perform OSHA training for all new employees.
• Coordinate OSHA meeting once a month; have employees sign the training log in the Hazard Communication book as needed
• Check continuously to ensure that sterilization is being done properly and that all staff know and understand sterilization procedures
• Coordinate scheduling with office manager for back office staff
• Report patient and staff problems to the office manager
• Coordinate with Office Manager to issue warnings for violations of OSHA and HIPAA regulations and Company policy
• Monitor the staff to ensure everyone is performing only functions for which they are licensed
• Handle complaints from the back office staff and patients, communicate with office manager as needed
• Be available for filling in for back office positions when the back is short of staff
• Check to make sure rooms, equipment (including chair base), all clinical areas, etc. are cleaned daily
• Review back office employees’ licenses and ensure the licenses are current and properly posted
• Walk around and listen to make sure patients are being treated nicely by the back office staff and dentists

• Call hazardous waste disposal company for pick up when the fixer and developer drum are full and to pick up sharps container if it gets full before the scheduled pick-up date
• Assist with x‑rays when necessary
• Ask all patients the following questions prior to taking x-rays:

• When was your last dental visit?
• When was the last time you had x‑rays taken of your mouth?
• Where were your last x-rays taken?
• Why did you decide to come into the office for an appointment today? What seems to be your biggest complaint?
• Ask all female patients the following question: Is there any possibility that you may be pregnant? (If yes, consult with the Doctor. Possible follow‑up may involve placing a double lead apron as a shield.)
• Accurately and completely document patient care activities in the chart as directed by the doctor and Company policy

• Prepare the patient by placing the shield over her/him
• Call the dentist in for proper visual examination and x-ray prescription
• Take x-rays as prescribed by the doctor
• Develop, mount, and file x-rays
• Check each print and make sure the desired quality was achieved—this is necessary to ensure a satisfactory diagnosis
• Ensure necessary x‑rays and patient information are in the chart. X‑rays must be mounted and approved by the doctor. Make sure all necessary x‑rays are available for pre-authorization.

• Seat patients in an operatory or back in the waiting room upon completion of x-rays (check the operatory to make sure it is clean and disinfected before seating a patient)
• Inform the doctor when there is a patient waiting in an operatory

• Be professional and courteous to the patients at ALL times, have a positive attitude and be motivated to work.
• Maintain back office counter throughout the day; ensure it is neat and clean
• Prepare operatories for various procedures
• Prepare trays for various procedures
• Ensure that operatories are stocked and cleaned at all times
• Check for patients’ signatures on the Health Questionnaire and Informed Consent Form
• Assist the dentists during various procedures and rotate with dentists as requested
• Pour models for labs
• Explain treatment plans to patients as needed
• Escort patients to front office area for patient dismissal when treatment is completed, and inform the receptionist when and for what their next visit must be scheduled
• Assist with busing, disinfecting operatories and general back office areas, and applying all-wrap in and around operatories where needed
• Clean, sterilize, and package dental instruments
• Prepare lab cases
• Clean and maintain all equipment in accordance with the maintenance guidelines
• Turn off all equipment nightly, including the vacuum, compressor, etc.
• Clean back office restroom throughout the day
• Ensure that hazardous products are properly labeled
• Wear protective barriers (face shield mask, gloves, and gown)
• Ensure proper sterilization and infection control guidelines are utilized

• Comply with safety regulations and universal precaution practices
• Comply with Dental Auxiliaries’ Regulations from Dental Board
• Comply with all Safety, Emergency, Hazard, OSHA, HIPAA, Sterilization, Clinical, Quality Assurance and Administrative Plans, Policies, Guidelines, Protocol, and Standards
• Assist in the scheduling of appointments; reminder appointments to patients; and reschedule appointments, if requested
• Assist with patient registration, if requested
• Data entry and back up receptionist duties as needed
• Assist Office Manager, as needed, with general clerical and back office duties
• Attend and participate in staff meetings and team huddles
• Participate on committees and special projects as requested
• Other duties as assigned by the Office Manager, Regional Manager, and/or Dentists
• Ensure all equipment is maintained
• Communicate all necessary repairs immediately

Knowledge, Skills, and Abilities

• Valid RDA Certification/License
• Valid CPR and First-Aid certification
• Current Radiographic Certification required
• Graduation from an accredited Dental Assisting School preferred
• Minimum 1 year of recent experience as a DA/RDA preferred
• Bilingual: English & Spanish required (if the geographic location of the office does not require the applicant to be bilingual, applicants who only speak English may be considered)
• Means to travel from one office to another, required as necessary
• Ability to obtain an NPI
• Strong written and verbal communication skills

• Ability to work with people of all ages (i.e. Children)

• Strong interpersonal and relationship skills
• Ability to work in a fast paced environment and able to multitask

• Ability to maintain outgoing, friendly attitude with patients and coworkers
• Ability to work with interruptions and to manage multiple priorities
• Ability to work with minimal supervision
• Ability to be organized

Technological Skills

• Autoclave/Chemiclave
• Ultrasonic
• X-Ray Machine
• X-Ray Processor
• X-Ray Duplicator
• Intra-oral Camera
• O2 and N2O
• Handpieces
• Digital X-ray

Work Schedule

The Black Floor Supervisor will be notified of the work schedule on a weekly, bi-weekly, or monthly basis. The Registered Dental Assistant’s schedule is subject to change (daily/weekly hours may increase or decrease) according to the needs of the practice. Evening and weekend hours may be required. This position is paid on an hourly basis.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to stand, sit, and walk; talk, hear, and smell; and use hands, fingers, and wrists (manual dexterity and hand-eye coordination) to handle or feel the mouth/teeth and gums of patients, as well as objects, tools, or controls associated with the dental field. The employee is frequently/occasionally required to reach; lift and/or move up to 25 pounds; and balance, stoop, bend, squat, kneel, crawl, climb, twist, pull, and crouch. The essential functions of this position will result in the following: hazardous exposure (chemical and infections)—constantly; non ionizing radiation (welding flash, microwaves, sun, etc.)—frequently; radiation (x-ray, radioactive, isotopes, etc.)—constantly; noise (loud/repetitive, 85 decibels per OSHA standard)—constantly; and personal protective equipment (PPE: respiratory masks, latex gloves, face shields, etc.)—constantly.

Work Conditions and Risk

General Dental Office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The dental office environment may result in employees being exposed to toxic chemicals, radiation, infectious bodily fluids and materials, and increased noise level. This position assumes high risk.

Independent Action

Under general supervision of the Office Manager and Managing Doctor, regular duties performed by the Black Floor Supervisor require independent judgment. The Black Floor Supervisor must consult with her/his supervisor regarding patient problems or confrontation, policy issues, expenditures, and unusual problems.

Black Floor Supervisors are not to perform expanded functions, which are not permissible by the Dental Practice Act, even if asked to do so by the doctor. If a Black Floor Supervisor is asked by the doctor to perform functions for which she/he is not permitted by the Dental Practice Act, she/he must inform the Office Manager, Managing Doctor, or the Regional Manager as soon as possible. (See Policy on “Expanded Functions”) Black Floor Supervisors are not to diagnose patients. This is the doctor's responsibility. Employees found doing so will be subject to disciplinary action up to, and including, termination.

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, skills, and physical demands required for the position.

This job description is subject to possible modification to reasonably accommodate disabled individuals. Some requirements may exclude individuals who pose a direct threat or significant risk to health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by anyone occupying this position. Employees are required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with State and Federal laws.

The job requirement represents the minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the employee must possess the abilities to perform each duty proficiently. Continued employment remains on an “at-will” basis.