Front Desk Administrator

Job Description – Front Office & Administrative Executive

Organization: Progress Dental

Department: Administration

Position Summary

The Front Office & Administrative Executive serves as the first point of contact for patients and ensures smooth daily clinic operations. The role combines front desk management with administrative support, requiring strong communication, organization, and attention to detail.

Key Responsibilities

Front Office

* Welcome patients and visitors professionally.

* Manage appointment scheduling, confirmations, rescheduling, and cancellations.

* Register new patients and maintain accurate patient records.

* Handle calls, WhatsApp messages, emails, and online appointment requests.

* Coordinate patient flow with clinical staff to reduce waiting time.

* Assist with appointment queries and clinic policies.

* Manage patient check-in and check-out.

* Conduct follow-ups for pending treatments, recalls, and missed appointments.

* Address patient concerns and escalate issues when required.

Administrative

* Maintain daily schedules and updated patient records.

* Ensure proper documentation, filing, and data security.

* Manage inventory of dental materials, consumables, and office supplies.

* Coordinate with vendors for procurement and maintenance.

* Schedule equipment servicing and preventive maintenance.

* Track staff attendance and maintain administrative records.

* Oversee cleanliness and upkeep of reception and waiting areas.

* Maintain clinic registers and operational documentation.

* Support management with reports and daily operational tasks.

* Ensure compliance with SOPs, patient confidentiality, and quality standards.

Qualifications

* Bachelor’s degree in any discipline.

* 1–3 years of experience in front office, administration, customer service, or healthcare operations.

* Experience in a dental or medical clinic is preferred.

Skills Required

* Strong verbal and written communication skills.

* Excellent interpersonal and customer service abilities.

* Good organizational and multitasking skills.

* Proficiency in Microsoft Office (Word, Excel, Outlook).

* Familiarity with clinic/hospital management software is an advantage.

* Ability to manage multiple priorities with accuracy.

* Professional appearance and positive attitude.

Key Performance Indicators (KPIs)

* Patient satisfaction and service quality.

* Accuracy of appointment scheduling.

* Effective patient wait-time management.

* Timely follow-ups and recall conversions.

* Accuracy and completeness of patient records.

* Availability and timely replenishment of inventory.

* Responsiveness to patient queries.

* Overall efficiency of clinic operations.

Core Values

* Patient First

* Professionalism

* Integrity

* Teamwork

* Accountability

* Compassion

* Continuous Improvement

Working Hours

As per Progress Dental clinic operating hours, including weekends or holidays based on the duty roster.