Receptionist

JOB DESCRIPTION: DENTAL RECEPTIONIST

Clinic: Dent’O’Play

Location: Newtown / Uttarpara, as assigned

Reporting to: Clinic Owner / Treating Dentist

Purpose of the role

To welcome patients warmly, manage appointments efficiently, maintain accurate records, and handle billing and payment collection responsibly. The receptionist should help create a comfortable, organised experience for every patient and family.

1. Patient reception and communication

• Welcome patients and accompanying family members politely.
• Register new patients and verify existing patients’ contact details.
• Answer telephone calls and clinic WhatsApp messages professionally.
• Explain consultation fees, clinic timings, and appointment procedures accurately.
• Inform patients about delays and keep them updated on expected waiting times.
• Communicate patiently with children, parents, elderly patients, and anxious patients.

2. Appointment management

• Schedule, confirm, reschedule, and cancel appointments using the clinic’s software or register.
• Send appointment reminders and follow up on missed appointments.
• Allocate appointment durations according to the dentist’s instructions.
• Coordinate with the dentist and assistants to maintain a smooth patient flow.
• Bring urgent concerns to the dentist’s attention promptly.

3. Billing and payment collection

• Prepare bills according to the clinic’s approved fee structure.
• Collect payments through cash, UPI, cards, or other approved methods.
• Verify successful payment before recording a transaction as paid.
• Issue receipts and update each patient’s payment record immediately.
• Maintain accurate records of advances, outstanding balances, and payments received.
• Follow up politely on pending payments as instructed.
• Reconcile daily collections and submit the closing statement with cash and supporting records.
• Obtain approval before offering discounts, refunds, credit, or changes to fees.

4. Patient records and confidentiality

• Maintain accurate patient details, appointment history, billing records, and relevant documents.
• Keep consent forms and other paperwork ready as directed by the clinical team.
• Protect patient information and use it only for authorised clinic work.
• Keep clinic passwords, financial information, and internal discussions confidential.

5. Follow-up and team coordination

• Arrange review visits, treatment appointments, and recall reminders as advised.
• Coordinate laboratory case delivery and collection when assigned.
• Relay patient queries and complaints accurately to the dentist.
• Share only dentist-approved instructions; refer clinical questions to the treating dentist.
• Keep the reception desk and waiting area tidy and ensure stationery is available.

Required skills and qualifications

• Minimum qualification graduation preferred.
• Clear communication in Bengali and Hindi; basic English preferred.
• Basic computer, WhatsApp, billing, and data-entry skills.
• Ability to learn Practo or the clinic’s practice-management software.
• Accuracy in handling money and maintaining records.
• Previous reception, customer-service, or healthcare experience preferred.

Professional expectations

Punctuality, honesty, neat appearance, courteous behaviour, and reliable attendance are essential. Personal phone use should be limited during duty hours. Concerns, payment discrepancies, and patient complaints must be reported promptly.