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SalaryCustomer Services/Medical receptionist/Admin Assistant
We have an exciting opportunity to join our dynamic and friendly team at South West Smile Care Centre. Application is open to candidates with suitable experience in customer services. Would suit someone with past experience in the hospitality industry in a front facing customer service role.
The role and responsibilities will include:
The following are some of the more common dental receptionist duties you can expect to complete on a regular basis when working:
Answer calls
Since dental receptionists remain at a practice's front desk, a large part of your job is to answer calls from patients, suppliers and insurance companies. Answering calls requires excellent communication skills and professionalism as you seek to resolve each caller's queries concisely and helpfully. Patients may feel nervous about calling a dentist to request an appointment, and you can make them feel comfortable with a friendly and informative tone. Receptionists understand the practice's operations to handle insurance brokers and vendors.
Oversee front-of-house processes
Having an individual present at the front desk means that the practice can receive patients and perform an introductory consultation before meeting the dentist. As a receptionist, you may greet regular customers or new ones who have never been to the practice. Receptionists treat each customer equally and with friendliness to ensure that everyone feels welcome and comfortable. To maintain the front-of-house area, you require interpersonal skills that can help patients and guests with any requests and general information.
Organise schedules
Receptionists perform basic administrative duties to ensure that the dentists have an organised and structured schedule. When a patient makes a reservation, the receptionist records it. The dental practice may have its own system for scheduling purposes, or you may have learnt certain processes through your experience with previous employers who used specific spreadsheet applications. When scheduling, ensure that you include ample time for the dentists' lunch and breaks between appointments.
Maintain office inventory and equipment
A dentist's office has basic electronic equipment and specialised dental tools that a receptionist may be responsible for maintaining. For example, if the office's photocopier breaks, the receptionist might call a technician to come in and check it. If a printer runs out of ink, it's the receptionist's responsibility to ensure that someone replaces it and that the printer functions smoothly. You also require an understanding of dental equipment and tools to ensure that everything is in good condition and ready for the dentist to use.
Help patients with transactions
Once patients have finished their appointment, the receptionist assists them with their payment. This requires an understanding of point-of-sale systems and transaction machines. Depending on the cost of treatment, a patient may ask to review payment options or plans to help them financially. Each dentist's office has different financial assistance options that the receptionist communicates to patients to assist them. If a patient has insurance coverage, the receptionist incorporates it into the final cost.
Liaise with suppliers
Dental offices, like any other business, require regular equipment, supplies and medicines. The receptionist liaises with the suppliers to ensure that the practice receives the correct amount of each item according to the invoice. As a receptionist, you might lead the supplier into the storage room so they can store the boxes. From there, you can organise and store items as necessary to ensure they remain in usable condition. If a receptionist receives a delivery that doesn't match the invoice, they're responsible for communicating with the supplier.
Consult with dentists
Dentists focus on treating patients, ensuring their dental health remains in good condition, and alerting receptionists to items they require for treating their patients. For example, if a dentist runs out of lidocaine for numbing patients, they request the receptionist to order more from their designated supplier. Dental receptionists communicate with the dentist frequently to ensure that the practice has everything that is necessary for completing its day-to-day business operations. If the dentist isn't available for an appointment, the receptionist liaises with the dentist and patient to arrange a meeting on a different day.
Update patient records
Each dentist's office has its database of patients, allowing them to include all treatments, payments and insurance information in one file. Your responsibility as a dental receptionist is to update any existing patient records and create new ones for first-time patients. Receptionists note down basic personal data, medical histories, treatment notes, diagnostic records, prescriptions and any other relevant information a dentist can use to optimise treatment. These records can contain insurance information if a patient has any, which makes it easier for you to assist them with any transactions.
Communicate with insurance providers
Some patients within the practice may have private dental plans. A dental receptionist requires communication skills and technical knowledge to assist patients, as sorting insurance requires individual attention and specialised communication. Insurance providers may update plans and change prices, so a dental receptionist ensures that the practice has the latest information.
Manage documents
Dental offices manage numerous documents, such as insurance information, patient records and supplier invoices. Some employers may keep these files physically, which requires you to have good organisational skills to manage them. Knowledge of cloud storage systems or basic computer programs can help you remain organised if the practice stores documents digitally.
Organise and clean the front-of-house area
As a receptionist, you spend most of your time at the front desk greeting guests and ensuring that the dentist's office always has a representative present. The front desk and waiting area are important, as they provide customers with a point of contact for information or a place to feel comfortable as they wait to see the dentist. Ensure that the front desk, entrance and waiting room remain clean and organised to maintain the practice's professional look.
Manage invoices
A receptionist handles some financial duties at a different level than an accountant. When a dentist's office orders supplies or requests services from contractors, you're responsible for ensuring the invoices are correct to avoid any financial inconsistencies. In that sense, the receptionist and accountant work closely together to ensure that the practice's finances are in order and accurate.
Discuss treatment pricing
When assisting patients with a transaction, you require knowledge of the procedure, treatment process and price plan. Each dentist's office has prices for different services, and a patient's insurance can change prices accordingly. Basic treatments, such as fillings, might have different pricing treatments depending on how many the patient required or how complex the case was. Conversely, treatments such as scaling and polishing may have a fixed price that remains the same no matter the patient.
Manage patient results
When a dentist treats a patient, they may perform a thorough examination and check-up to evaluate what treatments the patient needs. This may include using x-rays, sample tests or moulds. As a dental receptionist, you work closely with the assistant nurses to handle moulds and organise them according to the patient, ensure that any samples are kept safely and securely and that the dentist has instant access to the x-rays.
Benefits include:
· Competitive pay scale
· 28 days holidays (inclusive of public holidays) pro rota
· Hours within Mon-Fri, no weekend work required.
Please email your interest to swscrecruitment@gmail.comwith your CV and if you are applying for either the qualified or trainee position.
Job Types: Full-time, Part-time
Pay: £16,461.13-£34,996.46 per year
Expected hours: 21 – 40 per week
Schedule:
- Day shift
- Monday to Friday
- Weekend availability
Supplemental pay types:
- Performance bonus
Ability to commute/relocate:
- Stranraer: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person
Reference ID: Receptionist/Admin Position
