Job Description

Greet patients, manage check-in/out, and ensure a welcoming, calm reception environment.

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Handle calls, emails, and messages promptly; provide clear non-clinical information and accurate appointment guidance.

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Manage patient concerns professionally and elevate clinical questions or complaints to the appropriate clinician/manager.

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Coordinate patient flow with clinicians and assistants to reduce waiting time and support on-time running.

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Schedule/reschedule appointments accurately based on procedure length, clinician availability, and room capacity.

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Monitor cancellations/no-shows in real time and fill openings quickly using waitlists, standby lists, and outbound follow-ups.

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Maintain daily schedule notes (special requirements, priority patients, timing considerations) and keep clinicians informed.

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Support efficient use of rooms by balancing bookings across available chairs and minimising idle time.

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Recall & Reactivation

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Run recall workflows (e.g., check-ups, hygiene, reviews, post-treatment follow-ups) and convert due/overdue patients into confirmed bookings.

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Track recall outcomes (contacted/booked/not reached/declined) and maintain accurate follow-up records in the system.

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Partner with clinicians to prioritise recalls and follow-ups that impact patient care and schedule utilisation.

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Process payments,



issue receipts, and explain invoices clearly within clinic policy.

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Support private health fund/claiming processes where applicable and follow end-of-day reconciliation procedures.

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Escalate billing discrepancies or sensitive financial discussions to the Practice Manager as required.

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Administration, Records & Compliance

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Register new patients and update patient details; ensure forms and documentation are complete and stored correctly.

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Maintain confidentiality and handle patient information in line with privacy and clinic policies.

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Keep reception area organised and stocked; support general administration tasks (scanning, filing, reports) as assigned.

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Requirements

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Strong communication skills and professional, patient-first service mindset.

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Accurate data entry, valuable numeracy, and confidence handling payments.

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Comfortable using scheduling software and basic office tools (email, spreadsheets).

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Reliable, organised, and able to multitask in a busy environment.

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Experience with dental practice management software.

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Experience managing recalls, waitlists, and measurable improvements to schedule utilisation.

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Familiarity with health fund claiming workflows and daily reconciliation.

📌 Dental Clinic Receptionist (New South Wales)
🏢 Dr Clear Aligners
📍 New South Wales