Chairside Assistant – Patient Records Maintenance


Position Title

Chairside Assistant – Patient Records Maintenance


College of Healthcare Sciences /School of Orthodontics

Position Reports to

BRCHS Dean/Business Operation Manager

Effective Date

June 1, 2024


Full Time/Non-Exempt

Job Summary

Responsible for preparing exam rooms, delivering supplies to service provider, stocking exam rooms, taking x-rays and sterilizing and maintaining instruments.

Supervisory Responsibilities



  • Prepares patient for treatment, sets up instrument trays, prepares materials, and assists service provider in performing orthodontic procedures.
  • Remove wires for patient to have dental cleaning if doctor is not available.
  • Takes diagnostic x-rays. Instructs patients in oral hygiene and plaque control programs.
  • Makes preliminary impressions for study casts and occlusal registrations for mounting study casts; pours, pulls casts, and returns to resident.
  • Sterilizes and disinfects instruments.
  • Provides postoperative instructions to patients, as prescribed by service provider.
  • Records treatment information in patient records.
  • Takes and records medical and dental histories and vital signs of patients if doctor is not available.
  • Tracks lab procedures, ensuring that results are returned within required time frames.
  • Assist Clinical Assistant Coordinator with maintaining supply and material inventories to order replacements as needed.
  • Performs housekeeping tasks to maintain exam and treatment rooms and storage areas in a clean, orderly condition.
  • Maintains OSHA requirements and standards.
  • Maintains confidentiality; protects the security of dental records and adheres to all HIPAA guidelines/regulations.
  • Operates standard office equipment and uses required software applications.
  • Sending patient records to doctors’ offices, and patients.
  • Back up for maintain appliance tracking system.
  • Communicate low inventory by writing it on the inventory log and write on the maintenance.
  • Log for maintenance on the dental chairs assigned section.
  • Performance other duties and responsibilities as assigned.

Required Skills/Abilities

  • Knowledge of:
    • Dental terminology.
    • Orthodontic dentistry chair-side assistance processes and procedures.
    • Sterilization techniques and procedures.
    • OSHA standards and requirements.
    • Florida Laws and Regulations
  • Skill in:
    • Providing chair-side assistance. Sterilizing and disinfecting dental equipment.
    • Operating and maintaining a wide variety of dental equipment. Accurately maintaining patient treatment records.
    • Operating standard office equipment and using required software applications.

  • Ability to:
    • Read understand and follow oral and written instructions.
    • Organize and prioritize multiple detailed tasks within tight timeframes.
    • Communicate effectively, both orally and in writing.
    • Work collaboratively within a team environment. Handle stressful situations and provide
      a high level of customer service in a calm and professional manner, including calming
      fearful patients.
    • Establish and maintain effective working relationships with patients, service provider’s faculty and other staff.

Education, Certificates, Licenses, & Experience

  • Bachelor's Degree in Business Administration or other related discipline two (2) years’ experience in providing secretarial and administrative support to executives in an academic medical environment or an equivalent combination of education, training or experience.
  • A valid driver’s license is required prior to employment and must be maintained during employment.

Physical Requirements

  • Sitting up to 7 hours a day.
  • Walking up to 3 hours per day.
  • Standing up to 7 hours per day.
  • Computer keyboard up to 6 hours per day.
  • Lifting will not generally apply.
  • The following requirements will generally not apply:
    • Pushing
    • Pulling
    • Bending
    • Squatting
    • Stooping
    • Reaching
    • Balancing
    • Twisting
    • Crawling
    • Kneeling
    • Climbing stairs or a ladder
    • Outdoors

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants are asked to submit a resume, cover letter, completed JU application, and list of references to Sharon Frazier at