Back Office Manager (Dental)

    • Job Tracking ID: 2021-842
    • Job Location: Rohnert Park, CA
    • Job Level: Mid Career (2+ years)
    • Job Type: Full-Time/Regular
    • Date Updated: August 18, 2021
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Position Summary: Coordinates the flow of dental office activities and resolves issues arising from patient and staff activities, patient requests and inquiries by performing personally or managing the duties outlined below. Represents the clinic in a professional manner to the public and within the organization and with individuals at all levels of authority. 


Areas of Responsibility:


  • Assigns duties to employees and provides on-site guidance, interpretation, and supervision of established back office procedures.
  • Trains, manages and motivates team members to ensure consistent and maximum productivity and quality of care.
  • Conducts performance evaluations and procedure audits.
  • Conducts new clinical support staff orientation 
  • Conducts staff competencies
  • Conducts regular meetings with direct reports
  • Approves timecards and time off for direct reports. Familiar with alternative workweek schedules and provisions. Uses appropriate forms for accurate record keeping. Runs attendance reports. Makes sure the clinic is appropriately staffed at all times by planning coverage in advance and creating staff work schedules tables. 
  • 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 as needed 
  • Assists Team Director with interviews of support staff job applicants and makes recommendations. Schedules and collects supporting information for working interviews as needed.  
  • Assists the Team Director with the achievement of department goals. 
  • 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 of intra and interdepartmental communication
  • Actively participates in department meetings and Safety meetings
  • Oversees the cleaning and maintenance of the facility
  • Responsible of the dental equipment inventory, maintenance and repairs
  • Approves and supports the Team Director with the approval of invoices for repairs, maintenance, equipment and supplies
  • Maintains appropriate inventory levels, coordinates 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: manages the implementation of policies and procedures, workflows and, oversees the sterilization process and monitoring.
  • Manages the radiation safety program
  • Keeps crash cart updated
  • Conducts nitrous oxide quarterly monitoring
  • Participates in annual radiology, sharps and infection control review



  • Performs other tasks as assigned by the Team Director


Other Skills and Abilities:

Excellent Communication skills 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.

Ability to multi-task

Experience and Skills:


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.  


 **New employees are mandated to either provide proof of their COVID vaccination or to receive the vaccine, either through PHC or their own provider, with the first dose of a series required before the first day of employment. Exception to this mandate will be considered for those with a medical or religious exemption.


2-4 years of Management Experience; RDA degree; Dental office experience needed.

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.


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, and divide all units of measure, using whole numbers, common fractions, and decimals. 


Reasoning Ability:

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


Computer Skills:

Microsoft Office, Outlook, PowerPoint, Word, and Excel.  

Use of a web browser.

Dental practice management software knowledge (Dentrix Enterprise) preferred


Supervisory Responsibilities: 

Dental assistants and Sterilization technician.