Dental Clinic Receptionist

Dr Clear Aligners; Sydney; On-site; AUD 48,000 - 56,000; Full time

Job summary

Dr Clear Aligners is seeking a friendly, patient‑focused Clinic Receptionist to greet patients, manage check‑in/out, and maintain a calm, welcoming reception area.

You will handle calls, emails, and messages, provide clear non‑clinical information and accurate appointment guidance, and coordinate patient flow with clinicians to keep on‑time running.

Responsibilities include managing recalls, cancellations, payments, and records using the clinic management software in a busy environment.

Qualifications

• Strong communication skills and patient-first service mindset.
• Accurate data entry, good numeracy, and payments handling.
• Experience with dental practice management software.
• Ability to multitask in a busy clinic.
• Reliable and well-organised.

Responsibilities

• Greet patients and manage check-in/out with a calm, welcoming approach.
• Handle calls, emails and messages; provide clear appointment guidance.
• Coordinate patient flow with clinicians and assistants to improve on-time running.
• Schedule/reschedule appointments based on procedure length and availability.
• Monitor cancellations and fill openings using waitlists and follow-ups.
• Process payments, issue receipts, and explain invoices per clinic policy.
• Maintain patient records, confidentiality and daily scheduling notes.
• Support room utilisation by balancing bookings and minimising idle time.
• Escalate billing discrepancies or sensitive financial discussions as needed.
• Recall workflows and action overdue patients to convert bookings.

Skills

Communication

Data entry

Multitasking

Numeracy

Customer service

Professional demeanor

Tools

Dental practice management software

Microsoft Excel

Email/comms tools

Job description

Greet patients, manage check-in/out, and ensure a welcoming, calm reception environment.

Handle calls, emails, and messages promptly; provide clear non-clinical information and accurate appointment guidance.

Manage patient concerns professionally and elevate clinical questions or complaints to the appropriate clinician/manager.

Coordinate patient flow with clinicians and assistants to reduce waiting time and support on-time running.

Schedule/reschedule appointments accurately based on procedure length, clinician availability, and room capacity.

Monitor cancellations/no-shows in real time and fill openings quickly using waitlists, standby lists, and outbound follow-ups.

Maintain daily schedule notes (special requirements, priority patients, timing considerations) and keep clinicians informed.

Support efficient use of rooms by balancing bookings across available chairs and minimising idle time.

Recall & Reactivation

Run recall workflows (e.g., check-ups, hygiene, reviews, post-treatment follow-ups) and convert due/overdue patients into confirmed bookings.

Track recall outcomes (contacted/booked/not reached/declined) and maintain accurate follow-up records in the system.

Partner with clinicians to prioritise recalls and follow-ups that impact patient care and schedule utilisation.

Process payments, issue receipts, and explain invoices clearly within clinic policy.

Support private health fund/claiming processes where applicable and follow end-of-day reconciliation procedures.

Escalate billing discrepancies or sensitive financial discussions to the Practice Manager as required.

Administration, Records & Compliance

Register new patients and update patient details; ensure forms and documentation are complete and stored correctly.

Maintain confidentiality and handle patient information in line with privacy and clinic policies.

Keep reception area organised and stocked; support general administration tasks (scanning, filing, reports) as assigned.

Requirements

Strong communication skills and professional, patient-first service mindset.

Accurate data entry, good numeracy, and confidence handling payments.

Comfortable using scheduling software and basic office tools (email, spreadsheets).

Reliable, organised, and able to multitask in a busy environment.

Experience with dental practice management software.

Experience managing recalls, waitlists, and measurable improvements to schedule utilisation.

Familiarity with health fund claiming workflows and daily reconciliation.