Key Responsibilities:-

Patient Experience & Front Desk

- Greet patients, manage check-in/out, and ensure a welcoming, calm reception environment.
- Handle calls, emails, and messages promptly; provide clear non-clinical information and accurate appointment guidance.
- Manage patient concerns professionally and escalate clinical questions or complaints to the appropriate clinician/manager.
- Coordinate patient flow with clinicians and assistants to reduce waiting time and support on-time running.

Booking Management, Chair Utilisation & Gap Filling
- Schedule/reschedule appointments accurately based on procedure length, clinician availability, and room capacity.
- Monitor cancellations/no-shows in real time and fill openings quickly using waitlists, standby lists, and outbound follow-ups.
- Maintain daily schedule notes (special requirements, priority patients, timing considerations) and keep clinicians informed.
- Support efficient use of rooms by balancing bookings across available chairs and minimising idle time.

Recall & Reactivation
- Run recall workflows (e.g., check-ups, hygiene, reviews, post-treatment follow-ups) and convert due/overdue patients into confirmed bookings.
- Track recall outcomes (contacted/booked/not reached/declined) and maintain accurate follow-up records in the system.
- Partner with clinicians to prioritise recalls and follow-ups that impact patient care and schedule utilisation.

Payments,



Billing & Claims Support
- Process payments, issue receipts, and explain invoices clearly within clinic policy.
- Support private health fund/claiming processes where applicable and follow end-of-day reconciliation procedures.
- Escalate billing discrepancies or sensitive financial discussions to the Practice Manager as required.

Administration, Records & Compliance
- Register new patients and update patient details; ensure forms and documentation are complete and stored correctly.
- Maintain confidentiality and handle patient information in line with privacy and clinic policies.
- Keep reception area organised and stocked; support general administration tasks (scanning, filing, reports) as assigned.

Requirements
- Previous receptionist/admin/customer service experience in dental clinic.
- Solid communication skills and professional, patient-first service mindset.
- Accurate data entry, good numeracy, and confidence handling payments.
- Comfortable using scheduling software and basic office tools (email, spreadsheets).
- Reliable, organised, and able to multitask in a busy environment.
- Experience with dental practice management software.
- Experience managing recalls, waitlists, and measurable improvements to schedule utilisation.
- Familiarity with health fund claiming workflows and daily reconciliation.

📌 Dental Clinic Receptionist (Sydney)
🏢 Clear Aligners (Australia
📍 Sydney