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 elevate 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. 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. 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 recent 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

Strong 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)
🏢 Dr Clear Aligners
📍 Sydney