Front Desk Receptionist

32care Dental Clinic & Implant Centre; Pune District; On-site; INR 312,000 - 469,000; Full time

Job summary

32care Dental Clinic & Implant Centre in Pune, Maharashtra is seeking a Front Desk Receptionist / Patient Coordinator to deliver outstanding patient service, manage appointments, coordinate laboratory cases, and support daily clinic operations.

You will be the primary liaison among patients, dental professionals, and labs, handling phone and email inquiries, registering new patients, processing payments, and maintaining accurate records with confidentiality.

Qualifications

• High School Diploma or equivalent; Associate degree preferred.
• Previous experience in a dental clinic, medical office, or healthcare setting preferred.
• Knowledge of dental terminology and procedures is an advantage.
• Experience with dental practice management software preferred.

Responsibilities

• Welcome and assist patients in a professional and friendly manner.
• Check patients in and out for appointments.
• Answer phones, emails, and patient inquiries promptly.
• Handle patient concerns and route issues to the appropriate team members.
• Maintain a positive and professional reception environment.
• Schedule, confirm, and reschedule patient appointments.
• Send appointment reminders via phone, SMS, or email.
• Coordinate chairside schedules with dentists, specialists, and hygienists.
• Register new patients and update patient records.
• Maintain accurate electronic and paper records.
• Prepare patient documentation and treatment plans as required.
• Ensure compliance with patient confidentiality and data protection policies.
• Process payments and issue receipts.
• Coordinate all dental laboratory cases, including crowns, bridges, dentures, implants, aligners, and other prosthetic work.
• Prepare and dispatch laboratory cases with complete prescriptions and supporting documentation.
• Track laboratory cases and maintain an up-to-date lab case log.
• Monitor turnaround times and ensure cases are received before scheduled patient appointments.
• Communicate with dental laboratories regarding case status, modifications, remakes, and delivery schedules.
• Notify dentists of incoming and delayed laboratory work.
• Coordinate patient appointments based on laboratory completion dates.
• Verify that laboratory invoices and documentation are accurate and properly filed.
• Assist in maintaining quality control of laboratory work received.
• Maintain reception area cleanliness and organization.
• Monitor office and clinical supply inventory and communicate replenishment needs.
• Support office projects and operational initiatives.
• Facilitate communication between patients, clinicians, and external vendors.

Skills

Customer service

Organizational skills

Communication

Attention to detail

Scheduling

Lab case coordination

Insurance & billing knowledge

Microsoft Office

Confidentiality & professionalism

Education

High School Diploma or equivalent; Associate degree preferred

Tools

Dental practice management software

Microsoft Office

Job description

Job Title: Front Desk Receptionist / Patient Coordinator

Job Summary

The Dental Clinic Front Desk Receptionist is responsible for providing excellent patient service, managing appointments, coordinating laboratory cases, handling administrative duties, and ensuring the smooth day-to-day operation of the clinic. This role acts as the primary liaison between patients, dental professionals, and dental laboratories.

Key Responsibilities

Patient Reception & Customer Service

• Welcome and assist patients in a professional and friendly manner.
• Check patients in and out for appointments.
• Answer phones, emails, and patient inquiries promptly.
• Handle patient concerns and route issues to the appropriate team members.
• Maintain a positive and professional reception environment.

Appointment & Schedule Management

• Schedule, confirm, and reschedule patient appointments.
• Send appointment reminders via phone, SMS, or email.
• Coordinate chairside schedules with dentists, specialists, and hygienists.
• Manage cancellations and optimize appointment availability.

Patient Records & Administrative Support

• Register new patients and update patient records.
• Maintain accurate electronic and paper records.
• Prepare patient documentation and treatment plans as required.
• Ensure compliance with patient confidentiality and data protection policies.
• Process payments and issue receipts.

Lab Work Management

• Coordinate all dental laboratory cases, including crowns, bridges, dentures, implants, aligners, and other prosthetic work.
• Prepare and dispatch laboratory cases with complete prescriptions and supporting documentation.
• Track laboratory cases and maintain an up-to-date lab case log.
• Monitor turnaround times and ensure cases are received before scheduled patient appointments.
• Communicate with dental laboratories regarding case status, modifications, remakes, and delivery schedules.
• Notify dentists of incoming and delayed laboratory work.
• Coordinate patient appointments based on laboratory completion dates.
• Verify that laboratory invoices and documentation are accurate and properly filed.
• Assist in maintaining quality control of laboratory work received.

Clinic Operations Support

• Maintain reception area cleanliness and organization.
• Monitor office and clinical supply inventory and communicate replenishment needs.
• Support office projects and operational initiatives.
• Facilitate communication between patients, clinicians, and external vendors.

Qualifications

• High School Diploma or equivalent; Associate Degree preferred.
• Previous experience in a dental clinic, medical office, or healthcare setting preferred.
• Knowledge of dental terminology and procedures is an advantage.
• Experience with dental practice management software preferred.
• Familiarity with dental laboratory procedures and workflows is desirable.

Required Skills

• Excellent customer service and interpersonal skills.
• Strong organizational and multitasking abilities.
• Effective verbal and written communication.
• Attention to detail and accuracy.
• Scheduling and coordination expertise.
• Ability to manage multiple laboratory cases simultaneously.
• Basic knowledge of insurance and billing processes.
• Proficiency in Microsoft Office and dental software systems.
• Ability to maintain confidentiality and professionalism.

Key Performance Indicators (KPIs)

• Patient satisfaction and service quality.
• Appointment scheduling accuracy.
• Timely insurance verification and payment collection.
• Accuracy of patient records.
• On-time laboratory case tracking and delivery.
• Reduction in missed, delayed, or incorrectly scheduled lab cases.
• Effective communication with patients, clinicians, and laboratories.

Reports To: Practice Manager / Clinic Administrator / Lead Dentist.