Receptionist

Virtuosum Orthodontics; Melbourne; On-site; AUD 42,000 - 58,000; Full time

Job summary

Virtuosum Orthodontics in Hawthorn, VIC, is hiring a full-time Receptionist to be the first point of contact for patients. You will manage appointments, check-ins/outs, payments, and general admin, while maintaining patient records and privacy standards.

The role supports the clinical team and requires a friendly, organised professional. We welcome experienced receptionists from medical or dental settings who communicate well, stay calm during busy periods, and work effectively in a team.

Qualifications

• Experience as receptionist in medical/dental/orthodontic setting preferred.
• Strong communication, both written and verbal, with patients and staff.
• Organised and capable of multi-tasking in a fast-paced environment.

Responsibilities

• Greet patients warmly and manage arrival experience.
• Answer calls, direct inquiries, and schedule appointments.
• Manage appointment book, reminders, and confirmations.
• Process check-ins/outs and handle payments.
• Maintain patient records with privacy compliance.
• Perform general admin duties and data entry.
• Support clinical team by preparing treatment rooms and materials.
• Maintain reception area and manage patient communications.
• Escalate complex matters to senior staff as needed.

Skills

Receptionist experience

Excellent communication

Organisational skills

Time management

Customer service

IT literacy

Tools

Practice management software

Job description

Virtuosum Orthodontics is a leading orthodontic practice committed to delivering exceptional patient care and creating beautiful, confident smiles. We pride ourselves on maintaining a professional, welcoming environment where our team members are valued and supported. Our practice combines clinical excellence with outstanding customer service, and we are looking for dedicated individuals who share our commitment to patient satisfaction and practice excellence.

About the role

We are seeking a full-time Receptionist to join our team at our Hawthorn, VIC location. This is a key position within our practice, serving as the first point of contact for our patients and playing a vital role in the smooth operation of our orthodontic clinic. As Receptionist, you will be responsible for managing patient interactions, administrative tasks, and ensuring that our practice runs efficiently. You will be the face of Virtuosum Orthodontics, contributing directly to the patient experience and the overall success of our practice.

Key responsibilities

• Greet patients warmly and professionally upon arrival, ensuring they feel welcomed and valued
• Answer incoming telephone calls, directing enquiries appropriately and scheduling appointments
• Manage the appointment book, confirming bookings, coordinating scheduling, and managing patient reminders
• Process patient check-ins and check-outs, including collecting payments and handling financial transactions
• Maintain accurate and organised patient records in accordance with privacy legislation and practice protocols
• Perform general administrative duties, including filing, data entry, and correspondence
• Assist with patient inquiries regarding treatment options, costs, and practice procedures
• Support the clinical team by preparing treatment rooms and ensuring necessary materials are available
• Maintain a clean, organised and professional reception area
• Manage patient communications, including appointment reminders via phone, email or SMS
• Handle routine queries and elevate complex matters to senior staff members appropriately

What we’re looking for

• Proven experience working as a receptionist, preferably in a medical, dental or orthodontic practice environment
• Excellent communication skills, both written and verbal, with the ability to interact professionally with patients and staff
• Strong organisational and time management abilities, with the capacity to prioritise multiple tasks
• Proficiency in using computer systems and practice management software (experience with dental practice software is advantageous)
• A friendly, patient and calm demeanor, particularly when managing busy periods or difficult situations
• Attention to detail and commitment to accuracy when handling patient information and administrative records
• Understanding of patient confidentiality and privacy requirements, including compliance with relevant legislation
• Ability to work as part of a team whilst also taking initiative independently
• Professional presentation and commitment to customer service excellence
• Reliability and punctuality, with a willingness to be flexible when required

What we offer

At Virtuosum Orthodontics, we are committed to creating a positive and supportive workplace where our team members can thrive. We offer a full-time position with competitive remuneration and a professional work environment. We value our employees and provide ongoing support, training opportunities to develop your skills, and the chance to be part of a dedicated healthcare team. We foster a collaborative culture where your contributions are recognised and appreciated. We offer flexibility in our approach to work arrangements where possible, and we prioritise the wellbeing of all our team members. If you require any adjustments or additional support during the recruitment process, we welcome the opportunity to discuss this with you.