Job Description

The role of a

receptionist/administrator in a dental practice

is vital to ensuring the smooth day-to-day operation of the clinic. It combines administrative duties with front-of-house responsibilities and patient care coordination.

Key Responsibilities:

1. Front Desk and Patient Interaction

Greeting patients

warmly and professionally upon arrival.

Checking patients in and out

of appointments. Managing

appointment scheduling

, cancellations, and rescheduling to optimize the dentist's time.

Answering phones

and responding to emails or messages promptly and courteously. Providing information about services, costs, and policies.

2. Administrative Duties

Maintaining patient records

accurately and confidentially.

Inputting data

into practice management software (e.g., appointment details, medical histories, billing information). Preparing and organizing documentation for dentists and hygienists. Sending appointment reminders and follow-up communications.

3. Billing and Payments

Handling

patient payments

, including card, cash, and insurance claims. Processing invoices and

claiming from private health insurers

or national health schemes. Explaining treatment costs and payment plans to patients when required.

4. Practice Coordination

Liaising with dental staff

, including dentists, hygienists, and dental nurses to manage schedules and patient flow. Ordering and managing

office supplies

and basic clinical stock, if required. Ensuring the

reception area is tidy and professional

at all times.

5. Compliance and Confidentiality

Following

data protection laws

and patient confidentiality regulations (e.g., GDPR). Understanding and supporting

health and safety

protocols within the practice.

Skills and Qualities Needed:

Excellent communication and interpersonal skills. Strong organizational and multitasking abilities. High attention to detail and discretion. Competence in using

dental practice management software

(e.g EXACT). Ability to stay calm and professional under pressure.

Summary:

The receptionist/administrator in a dental practice serves as the first point of contact for patients and plays a crucial role in ensuring a high standard of customer service, efficient administration, and smooth coordination between clinical and non-clinical teams. Their work directly affects patient satisfaction and the overall efficiency of the practice.

Job Type: Full-time

Ability to commute/relocate:

Umhlanga, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):

Must be available to start training immediately and full time by 01/02/2026
Experience:

reception / admin: 2 years (Required)
Work Location: In person