Practice: Rouse Hill Smiles Dental Care

Location: Rouse Hill, NSW

Position: Dental Receptionist

Employment Type: Full-time / Casual

Reports To: Practice Manager / Operations Manager

About the Role

Rouse Hill Smiles Dental Care is looking for a friendly, organised and highly motivated Dental Receptionist to join our growing team.

The Dental Receptionist is the first point of contact for our patients and plays an important role in providing a welcoming, professional and positive patient experience.

The successful candidate will be responsible for managing the front desk, patient communication, appointment scheduling, payments, treatment quotes, recalls and general administrative duties while working closely with our dentists, dental assistants and management team.

We are looking for someone who is confident, organised, reliable, proactive and comfortable working in a busy dental practice.

Key ResponsibilitiesPatient Reception & Customer Service

- Welcome patients warmly and professionally.
- Check patients in and out efficiently.
- Maintain a professional and positive reception environment.
- Answer patient questions and assist with general enquiries.
- Manage patient concerns and escalate issues to the Practice Manager when required.
- Ensure patient details, contact information and medical information are kept up to date.
- Ensure patient photographs and required documentation are completed where appropriate.
- Provide patients with a clear understanding of their appointments and next steps.

Appointment Management
- Book, reschedule and cancel appointments accurately.
- Manage the daily appointment book and identify opportunities to fill vacant appointments.
- Confirm upcoming appointments through SMS, phone calls and other approved communication methods.
- Follow up patients who have not confirmed their appointments.
- Monitor cancellations and no-shows.
- Ensure patients leave the practice with their recommended recall appointment booked.
- Follow up incomplete treatment plans and outstanding appointments.
- Contact patients to fill short-notice cancellations and gaps in the diary.
- Coordinate appointments between dentists, specialists, laboratories and other providers where required.

Treatment Quotes & Patient Coordination
- Prepare and present treatment quotes to patients.
- Ensure quotes are explained clearly and professionally.
- Follow up outstanding treatment plans.
- Assist patients with questions regarding treatment costs and payment options.
- Discuss available payment plans and financing options where applicable.
- Ensure patients understand deposits and practice payment policies.
- Coordinate treatment appointments according to dentist instructions and appointment requirements.

Payments & Health Funds
- Process patient payments accurately.
- Process health fund claims where applicable.
- Check patient balances and outstanding accounts.
- Ensure payments and claims are correctly recorded.
- Follow practice procedures for deposits, refunds and cancellations.




- Assist patients with general health fund enquiries while referring complex matters to management when required.
- Check eligibility and remaining limits for applicable government dental programs where required.

Recall & Patient Follow-Up
- Maintain and follow up the practice recall list.
- Contact patients due for examinations, cleans and other recommended treatment.
- Follow up patients with incomplete treatment plans.
- Track patients who have been recommended further treatment.
- Make appropriate post-operative follow-up calls as directed by the treating dentist.
- Ensure follow-up actions are recorded accurately in the practice management system.

Daily Practice Operations
- Monitor patient and dentist appointment times throughout the day.
- Communicate delays professionally to patients.
- Assist dentists and dental assistants with administrative requirements.
- Ensure treatment rooms and clinical staff are informed when patients arrive.
- Monitor the patient flow and assist with keeping the practice running efficiently.
- Complete daily administrative and reception tasks.
- Maintain confidentiality of all patient and practice information.
- Follow infection-control and workplace procedures relevant to the reception area.

Communication Responsibilities The Dental Receptionist will communicate with:
- Patients and families
- Dentists
- Dental assistants
- Practice management
- Dental laboratories
- Health funds
- Specialist practices
- Referring practitioners
- External suppliers and service providers

Communication must always be professional, respectful, clear and patient-focused.

Key Performance Expectations The successful candidate will be expected to:

- Provide excellent patient service.
- Maintain accurate patient records.
- Keep the appointment book productive and organised.
- Actively work to fill appointment gaps.
- Follow up outstanding treatment plans and recalls.
- Ensure patients are appropriately rebooked.
- Process payments and health fund claims accurately.
- Complete assigned daily tasks.
- Communicate effectively with dentists and team members.
- Take ownership of reception responsibilities rather than waiting to be instructed.
- Maintain punctuality, reliability and professional presentation.
- Protect patient confidentiality at all times.

Daily Reception Priorities

Each day, the receptionist should focus on:

- Welcoming and assisting every patient.
- Managing the appointment book and filling gaps.
- Preparing and presenting treatment quotes where required.
- Collecting payments and processing health fund claims.
- Confirming upcoming appointments.
- Following up recalls and incomplete treatment plans.




- Ensuring patients leave with their next recommended appointment booked.
- Following up patients who require additional treatment or review.
- Keeping patient records accurate and up to date.
- Communicating any issues or delays to the appropriate team member or manager.

Skills & ExperienceEssential
- Previous experience in dental reception or medical reception.
- Excellent verbal and written communication skills.
- Strong customer service skills.
- Ability to work in a fast-paced environment.
- Excellent organisational and time-management skills.
- Strong attention to detail.
- Ability to multitask and prioritise.
- Professional presentation and communication.
- Ability to work independently and as part of a team.
- High level of computer literacy.

Desirable
- Experience with CareStack or another dental practice management system.
- Experience with health fund claiming.
- Knowledge of CDBS and other dental funding programs.
- Experience with treatment plans and dental terminology.
- Experience with dental recalls and patient follow-up.
- Experience working in a busy multi-dentist practice.

Personal Attributes

We are looking for someone who is:

- Friendly and approachable.
- Confident speaking with patients.
- Proactive and takes initiative.
- Reliable and punctual.
- Calm under pressure.
- Highly organised.
- Detail-oriented.
- Positive and solution-focused.
- Comfortable discussing treatment costs and payment options.
- Able to handle difficult conversations professionally.
- A strong team player.
- Willing to learn and continuously improve.

Accountability The Dental Receptionist is accountable for ensuring that the reception area operates efficiently and that patients receive a consistently high level of service.

The position requires ownership of tasks. If an issue is identified, the expectation is that the receptionist will either resolve it within their responsibilities or promptly escalate it to the appropriate person.

The receptionist should not simply wait for instructions when there are patients to assist, appointments to confirm, treatment plans to follow up, appointment gaps to fill or administrative tasks requiring attention.

What We Offer

- Friendly and supportive team environment.
- Opportunity to work with an experienced dental team.
- Training and ongoing professional development.
- Prospect to develop skills across dental administration and practice operations.
- Supportive management.
- Career progression opportunities within the practice.

How to Apply

If you are an enthusiastic and patient-focused Dental Receptionist who enjoys working in a busy team environment, we would love to hear from you.

Please submit your resume and a short cover letter explaining your dental reception experience and why you would be a good fit for our practice.

Pay: $27.27 – $38.66 per hour

Expected hours: No less than 35.0 per week

Experience

- Dental receptionist: 1 year (Required)

Location:
- Rouse Hill NSW 2155 (Preferred)

Work Location: In person

📌 Dental Receptionist (Rouse Hill)
🏢 [email protected]
📍 Rouse Hill