Receptionist

The Receptionist/Treatment Plan Coordinator plays a pivotal role as the first point of contact for patients, ensuring a welcoming and professional experience. Additionally, they serve as a Patient Liaison and Treatment Plan Coordinator, facilitating communication between patients and clinical staff, and guiding patients through their treatment journey. This dual role requires a balance of administrative efficiency, interpersonal skills, and sales acumen.

Weekdays: Tuesday to Friday 6:45am – 4:00pm
Weekends : Saturdays 7:45am – 2:00pm
Salary offering: $4,500.00 + travel allowance
Availability: must be available to start immediately

Reception and Administrative Duties

• Greet patients warmly and ensure a positive first impression.
• Manage the reception area, ensuring it remains clean, organized, and welcoming.
• Handle incoming calls, emails, and messages promptly and professionally.
• Schedule and confirm appointments to optimize the daily schedule.
• Maintain accurate and up-to-date patient records.
• Process payments, manage billing, and handle insurance claims.
• Monitor and order office supplies as needed.

Patient Liaison

• Serve as the primary point of contact for patient inquiries and concerns.
• Provide detailed explanations of procedures, office policies, and payment options.
• Assist patients in understanding their treatment plans and addressing any questions.
• Ensure seamless communication between patients and clinical staff.
• Follow up with patients post-treatment to gather feedback and ensure satisfaction.

Treatment Plan Coordination

• Review and present treatment plans to patients, clearly outlining procedures, costs, and timelines.
• Educate patients on the benefits of recommended treatments, promoting acceptance and commitment.
• Track pending treatment plans and follow up with patients to schedule or reschedule treatments.
• Collaborate with clinical staff to ensure patients are fully informed and prepared for procedures.
• Identify opportunities to upsell additional services, such as cosmetic treatments.

Customer Service and Sales

• Foster long-term relationships with patients to encourage loyalty and repeat visits.
• Promote the practice’s services, including special promotions or financing options.
• Encourage patients to refer friends and family and to leave positive reviews.

Key Traits and Competencies

Communication Skills

• Excellent verbal and written communication.
• Ability to explain complex information in a patient-friendly manner.
• Active listening skills with the ability to empathize and build rapport.

Organizational and Multitasking Abilities

• Strong organizational skills to manage multiple tasks efficiently.
• Ability to prioritize and adapt to dynamic situations.
• Detail-oriented with a focus on accuracy in records and scheduling.
• Maintain clean, organised and inviting work area

Interpersonal Skills

• Warm, approachable demeanor with strong customer service orientation.
• Patience and empathy, especially when dealing with anxious or dissatisfied patients.
• Confidence in handling sensitive conversations regarding treatment and finances.

Sales and Persuasion Skills

• Ability to educate patients on the value of treatments and encourage commitment.
• Comfortable discussing financial aspects and promoting services without being pushy.
• Able to fill schedule and meet quota of patients daily

Technical Proficiency

• Training will be provided
• Proficient in dental practice management software for scheduling, billing, and records.
• Familiarity with digital communication tools, such as email and text reminders.
• Basic troubleshooting skills for office equipment and software.

Problem-Solving and Initiative

• Proactive in identifying and resolving issues before they escalate.
• Takes initiative to suggest and implement process improvements.
• Ability to think critically and offer creative solutions to enhance patient experience.

Professionalism and Adaptability

• Consistently demonstrates a professional appearance and behavior.
• Maintains composure under pressure and handles high-stress situations effectively.
• Adaptable to changes in processes, technology, or office policies.

REF: BARNETT