Back Floor Supervisor

About the role

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 setups
• Maintain patient flow between x-ray department, new patients, recall patients, post-operative check-ups, specialty patients, hygiene patients, etc.—to increase production
• 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
• 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
• Cover 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
• Cover scheduling with office manager for back office staff
• Report patient and staff problems to the office manager
• Cover 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
• 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?
• Is there any possibility that you may be pregnant?
• Avoid unnecessary x-rays
• 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
• Duplicate x-rays upon request
• 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 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)
• Comply with rules and regulations of all agencies and regulatory bodies
• 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
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