Office Administrator
6 days ago
The Office Administrator is a key member of the administrative team, accountable for creating positive patient experiences, managing patient files, and ensuring the optimization of patient flow.
The ideal candidate will be an excellent communicator who brings enthusiasm and passion to every interaction, with a keen attention-to-detail and time management skills.
Key Responsibilities:
- Greet patients as they arrive and make them feel welcome.
- Book appointments for new and returning patients utilizing the appropriate scheduling templates.
- Ensure that the schedule accounts for the appropriate amount of doctor time, filling openings as necessary and discussing any major changes with the clinical team.
- Manage patient statuses and ensure that appointments are booked or archived accordingly.
- Enter relevant patient information into the computer and file all incoming correspondence and x-rays once they have been scanned.
- Manage active patient files and archive files for patients who are no longer in treatment.
- Confirm that appointment reminders are being sent out, follow-up with unconfirmed appointments, and reschedule no-shows.
- Take payments, post them, and provide receipts to the patients.
- Answer the telephone to direct calls, take messages, assist with patient emergency calls, and answer general inquiries; follow-up on messages left during Clinic closures.
- Assist with maintaining the front desk and waiting area, including managing magazine subscriptions, seasonal decorations, and general tidying.
- Be an active participant in staff meetings and committee meetings.
- Work cohesively with fellow team members to provide an atmosphere of trust, mutual respect, and cooperation.
- Perform other tasks as assigned by the Doctor and Practice Manager.
About You:
- You are an excellent communicator who brings enthusiasm and passion to every interaction.
- You enjoy organization and planning.
- You thrive on the challenge of managing competing priorities.
- You care about providing excellent customer service and positive patient experiences.
What You Bring:
- Two years of administration experience within a clinical setting.
- Experience working in an orthodontic or general dental clinic is an asset.
- Working knowledge of Microsoft Office suite; proficiency with orthodontic management software systems is an asset.
- Exceptional interpersonal and communications skills (verbal and written), with a proven ability to build strong relationships and rapport with patients, parents, doctors, fellow team members and the community.
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