About the role The Front Office Coordinator is the central link between our patients, clinicians and administrative team. You will coordinate the daily front-office workflow, protect the patient experience and actively manage the appointment book so the practice runs efficiently. You will report to the Practice Manager and have clear responsibility for agreed front-office systems and day-to-day coordination.

Key responsibilities

- Patient Experience: Create a calm, welcoming and professional experience from first enquiry through to follow-up, responding to patient needs with warmth, accuracy and sound judgement.

- Appointment Book Performance: Proactively manage cancellations, short-notice vacancies, waitlists, recalls and reactivation activity to support strong book utilisation and continuity of care.

- Treatment and Financial Coordination: Explain treatment next steps, fees and available payment pathways within role scope; process payments and HICAPS accurately.

- Patient Communication: Manage calls, enquiries, confirmations, referrals and correspondence promptly, including calm handling and escalation of complaints or sensitive matters.

- Systems and Data Quality: Maintain accurate patient records, referral information, notes and follow-up actions in EXACT, and contribute to practical front-office procedures and continuous improvement.

- Team and Clinical Flow: Work closely with clinicians, dental assistants and the Practice Manager to identify risks early, communicate changes and keep the day moving without unnecessary disruption.

About you

- Demonstrated experience in senior dental reception, treatment coordination, appointment-book management or a comparable dental front-office role.

- Confident, professional communication with the ability to explain information clearly,



manage expectations and support anxious or frustrated patients.

- Strong attention to detail, sound prioritisation and a track record of completing follow-up actions reliably.

- An understanding of how appointment-book utilisation, recalls, cancellations, treatment follow-up and accurate billing affect patient care and practice performance.

- The ability to coordinate others respectfully, remain calm under pressure and recognise what can be resolved independently versus what needs escalation.

- Experience using EXACT dental software is highly regarded. Robust digital capability and the ability to learn practice-management systems quickly are essential.

About us

We are a high-quality, boutique dental practice located in the growing region between Geelong and the western suburbs. Led by a highly motivated practice owner, we pride ourselves on our fantastic team culture, supportive environment, and dedication to exceptional patient care.

Benefits

- A Role with Real Impact: Take ownership of front-office systems that directly influence patient experience and the performance of the practice.

- Professional Growth: Build your coordination, systems and operational capability as the practice continues to develop.

- Convenient Lara Location: An accessible position for candidates based in Geelong, Lara or Melbourne's western suburbs.

- Amazing Culture: Work with a motivated owner and a team that genuinely loves coming to work.

How to Apply

If you are an experienced dental front-office professional who takes ownership, communicates calmly, clearly and knows how to keep patients and appointment books moving, click 'Apply Now' to submit your resume and a brief cover letter. Please include one example of how you improved an appointment book, front-office process or patient experience.

Please do not contact the practice directly.

📌 Lead Front Office Coordinator (Lara)
🏢 Lifelong Dental
📍 Lara