Dental Back Office Supervisor

    • Job Tracking ID: 512365-626968
    • Job Location: Rohnert Park, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: July 26, 2018
    • Years of Experience: College
    • Starting Date: ASAP
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Job Description:

The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is an eight-time award winner in the North Bay Business Journal’s Best Places to Work for 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at

Position Title: Dental Back Office Supervisor

Summary: The Dental Back Office Supervisor coordinates the flow of dental office activities and resolves issues arising from patient and staff activities, patient requests and inquiries by performing personally or supervising the duties outlined below. Represents the clinic in a professional manner, both to the public and within the organization; effective at partnering with individuals at all levels of authority.

Areas of Responsibility:


  • Under the direction of the Dental Clinical Operations Manager, assigns duties to employees and provides on-site guidance, interpretation and supervision of established back office procedures
  • Assists with training, supervising and motivating team members to ensure consistent and maximum productivity and quality of care
  • Provides performance evaluations and procedure audits
  • Conducts new clinical support staff orientation
  • Develops staff competencies
  • Approves timecards and time off for direct reports
  • Ensures all compliance postings are current
  • Ensures adherence to all laws and regulations regarding employment, affirmative action, medications, medical waste disposal and safety
  • Maintains an appropriate office environment

Patient Care:

  • Responsible for ensuring employees greet, welcome and assist all patients and guests
  • Addresses patient complaints and files incident reports
  • Performs chart audits and referrals audits
  • Participates actively in the department’s Quality Improvement and Risk Management program
  • Ensures that patient records are accurate and complete, and that patient confidentiality is strictly maintained
  • Supervises lab cases and lab protocol
  • Acts as an RDA when needed

Office Management:

  • Maintains the office manual and OSHA manual
  • Monitors and updates Policies and Procedures together with the Office Manager
  • Conducts yearly OSHA review, sharps review and radiology review, as well as other trainings as needed
  • Maintains up to date the office manuals, binders and other necessary documentation
  • Proficient with all software programs and workflows in these programs
  • Responsible for intra- and inter-departmental communication
  • Actively participates in department meetings and Safety meetings
  • Oversees the cleaning and maintenance of the facility
  • Responsible for dental equipment inventory, maintenance and repairs
  • Assists the Dental Clinical Operations Manager with the substantiation of invoices for repairs, maintenance, equipment and supplies
  • Maintains appropriate inventory levels by coordinating the selection and ordering of supplies and equipment
  • Coordinates repairs and maintenance appointments
  • Maintains the online ordering system
  • Actively manages costs at or below budget

Office Dental Systems:

  • Infection control: supervises the implementation of policies, procedures and workflows, and oversees the sterilization process and monitoring
  • Manages the radiation safety program
  • Keeps crash cart updated
  • Conducts quarterly nitrous oxide monitoring
  • Participates in annual radiology, sharps and infection control review


  • Performs other tasks as assigned by the Office Manager

Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.


  • Bachelor's degree (B. A.) from four-year college or university; or one to two years’ related experience and/or training; or equivalent combination of education and experience
  • Registered Dental Assistant degree required
  • Dental office experience required
  • 2-4 years of lead or supervisory experience preferred

Desired Skills:

  • Excellent communication and strong interpersonal skills
  • Displays a willingness to make decisions; exhibits sound and accurate judgment
  • Approaches others in a tactful manner
  • Reacts well under pressure
  • Able to multi-task

Licenses and Certifications:

  • CPR, RDA license

Language Skills: Bilingual in English and Spanish, both written and verbal preferred.

Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability: Ability to recognize problems, collect data and establish facts.

Computer Skills: Proficient in MS Office (Word, Excel and Outlook), Dental Practice management software knowledge (Dentrix Enterprise) preferred, and use of a web browser.

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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Movement within health center complex environment repeatedly throughout the day
  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions
  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time
  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population
  • Ability to give and follow verbal and written instructions with attention to detail and accuracy
  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)
  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool
  • Ability to grasp, hold and pick up and reach with hands and arms
  • Ability to frequently lift and or move up to fifteen (15) pounds
  • Ability to occasionally lift and carry up to thirty (30) pounds (periodic lifting of supplies or equipment)
  • Ability to coordinate multiple tasks simultaneously
  • Ability to travel to and from other health center sites and community locations

Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at