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Dental Receptionist/Administrative Assistant

2 months ago

Saint John, Canada Bayside Dental Clinic Part time

At Bayside Dental Clinic, we provide our patients with exceptional dental care. We welcome patients in an office that exhibits warmth, compassion and engaging personalities. We provide a range of dental services including general, cosmetic and restorative dentistry.

The Administrative Assistant is responsible for the efficient operation and maintenance of the main office and reception area, while providing excellent customer service to patients, and support to staff with a variety of tasks related to administration, organization and communication. This position is responsible for confidential and time sensitive material, and is required to ensure that all duties are completed efficiently, accurately, and in a timely manner. This position requires a person who is motivated and employs a proactive approach to their work in order to plan and accomplish goals. The position requires a person who is discerning, has the ability to think critically, prioritize and problem solve, as well as a genuine desire to meet the needs of others in a professional and caring manner.

  • Provide exceptional customer service
  • Communicate effectively via phone, email, fax and in person
  • Check office e-mail and voicemail, and respond to messages
  • Greet patients and visitors
  • Schedule patient appointments
  • Provide patient appointment reminders via phone
  • Run the recall list and contact patients to schedule
  • Ensure correct billing
  • Receipt payments from customers and insurance providers
  • Send pre-determinations and referrals
  • Compose and provide quotes related to dental procedures
  • Follow-up with patients after procedures as directed
  • Track office supply levels and submit orders to the Office Manager
  • Process incoming and outgoing packages and mail
  • Operate a range of office machines
  • Perform day opening and day closing duties
  • Maintain the appearance of the reception area and washroom
  • Contact various vendors to request service
  • Arrange lab pick-ups and follow up as needed
  • Maintain an accurate knowledge of dental procedures and procedure times
  • Become proficient in the operation of Power Practice software
  • Maintain and ensure the accuracy of the patient file and filing system
  • Maintain updated contact lists with staff and vendor information
  • Run weekly and monthly financial reports
  • Open and close daily financial session and compile bank deposits
  • Run receivables report and contact patients as necessary
  • Provide monthly account statements to patients
  • Provide receipts to patients for tax purposes
  • Note staff vacation and adjust the schedule as necessary
  • Other duties as required
  • Post-secondary diploma in a related field or equivalent experience
  • A minimum of 2 years' experience in a related field
  • Demonstrated customer service ability
  • Excellent written/oral communication skills
  • Demonstrated problem solving ability
  • Thorough knowledge of Microsoft Office
  • Proven ability to communicate in a clear, concise and comprehensive manner
  • Proactive, discerning, detail oriented, motivated and organized
  • Ability to think critically and prioritize responsibilities
  • Ability to work independently as well as in a team
  • An equivalent combination of education and experience may be considered

Compensation: Commensurate with Experience

Hours: 20-30 hours/week
Benefits: Comprehensive benefits package after a probationary period of 3 months
Vacation: 3 weeks/year