Dental Receptionist

2 weeks ago

Kingston, Canada Dr. K. & Associates Dental Centre Full time

Dr. K. & Associates Dental Centre is a rapidly growing dental clinic with the sole mission of providing astonishingly exceptional patient service and interactions.

**What makes Dr. K. & Associates Dental Centre so different?**

It’s our commitment to building lasting relationships with our patients. Yes, we remember all of our patients' names, and yes, we know what’s going on in their lives. We pride ourselves on providing individualized care that makes everyone feel like a part of our dental family.
- **Why Join Us Now?**_

We’re in an exciting phase of growth and transformation. As we expand, we’re continuously improving our operations, refining patient experiences, and raising our standards. This means **constant change** and new challenges. As we expand, you’ll have the opportunity to actively contribute to our clinic's progress and, in turn, grow alongside us.

**ROLE**:
Ready to be the face of Dr. K & Associates Dental Centre? As a Dental Administrator + Receptionist + Scheduler, you are the AMBASSADOR of this clinic. You’re the first person everyone sees when they come in. You take all the incoming phone calls. You ARE the representation of this clinic.
- **Who You Need to Be**:_

This person deeply cares about the clinic's success and has a strong drive to make it better. They see their role as more than just a job—they approach it with an owner’s mindset. They're full of energy, always eager to start tasks without being told, and look for ways to make things run smoother. They understand their work has a DIRECT impact on the clinic's growth and reputation. Their main goal is to get results, understanding that their role isn’t just about clocking in but about making a real difference for the clinic.

They have a strong desire to impress. They take pride in making the clinic—and themselves—look good.

With **great communication skills**, they are not shy or withdrawn. Talking to people GIVES them energy. They are not someone who prefers being in the corner handling paperwork; instead, they **smile when they answer the phone** and maintain an **upbeat** demeanour.

With a keen ability to manage their environment, they **don’t just wait for things to happen—they make things happen.**
- They GET new patients scheduled
- They KEEP the schedule full
- They ENSURE patients show up for their appointments
- They PREVENT last minute cancellations

They don’t just simply react, they act. They take ownership.

They **don't get overwhelmed**—even when there's a lot going on. They understand that this is NOT a job where it's one thing at a time. They can handle a ringing phone, 5 patients lined up, and 8 undone tasks that need to be finished in the next hour.

They are **hungry to learn and adapt quickly**, willing to absorb new information and grow with the clinic. HIGHLY TRAINABLE, they thrive on challenges and see every task as an opportunity to “level up” their skills.

Keenly aware that dental care is also a business, they bring a business mindset to their role, striving to make each patient's experience as smooth and satisfying as possible to contribute to the clinic's reputation.

**RESPONSIBILITES**:
Scheduling and Patient Coordination:

- Manage and optimize the schedules of doctors and hygienists to maximize productivity.
- Set appointments with patients, ensuring new patients are scheduled to come in quickly.
- Confirm patient appointments and ensure they arrive on time.
- Proactively reach out to patients to fill up the schedule, including reactivating inactive and overdue patients.
- Handle and prevent cancellations where possible
- Prepare for the next day, week, and month by anticipating scheduling needs and coordinating with staff.
- Coordinate with the rest of the team in the morning meeting and throughout the day to ensure seamless operations.
- Audit patients’ charts before their appointment to check for any key notes.
- Collaborate with the team to minimize patient wait times
- Keep meticulous notes of all patient correspondence
- Familiarize yourself with dental terminology and dental insurance processes such as predeterminations and claims
- Allow the Office Manager and Senior Staff to shadow and give feedback

Reception and Patient Interaction:

- Greet and welcome patients warmly, maintaining communication with patients in reception.
- Monitor wait times and keep patients informed to enhance their experience.
- Answer phones with a smile, transfer calls to appropriate staff, and take messages accurately.
- Assist patients with paperwork, ensuring accuracy and efficiency in data entry.
- Address patient questions with empathy, providing clear information or connecting them with the appropriate team member.
- Oversee the reception area/waiting room, keeping it tidy and inviting, reflecting our commitment to exceptional service.

**REQUIREMENTS**:

- **Attitude and Drive**: A proactive mindset with a passion for producing results and exceeding expectations

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