Practice Administration/ Reception

MAIN DUTIES/RESPONSIBILITIES 

• Provide full and comprehensive reception duties dealing with general and complex enquiries, arranging dental appointments and providing the information asked by patients and the general public, either by telephone, email, online or face to face. 
• To answer the telephone, exercising initiative when required to respond to general enquiries and/or record/pass on messages as appropriate, accurately, legibly and swiftly.
• Receive, collate, process and distribute all incoming mail, whether online, email or post.
• Processing relevant forms, ensuring all correct patient information is captured and entered into systems with accuracy. 
• Ensuring patient consent.
• To establish and maintain appropriate filing systems, so that information is stored securely and is easily retrievable.
• Ensuring all laboratory work are available, and filed, where appropriate at the end of the working day.
• Creating patient records accurately, ensuring no duplication. Archiving records that are duplicates, patients left the area or deceased. 
• Ensuring all medical histories are updated to ensure all patient personal details are accurate. 
• Filing all documents. Scanning all incoming relevant documents into patient records. 
• Checking all patients’ financial records are correct and up to date for audit purposes. Preparation of cash book reports, ensuring monies are dealt with and accounted by financial instruction. 
• Payments of cash, cheques and any payments logged correctly through the cashbook and dental software. Reconciliation statements made and checked
• Unpaid accounts – frequently contact/enquire with patients about unpaid accounts, liaising with Practice Accountant about this. 
• Attend sessions where appropriate for statutory and mandatory training. 
• Seek opportunities to develop skills and understanding that will enhance own performance in the role. 
• Health & Safety – ensure your own and that of others health and safety and that all areas in the dental waiting area are clear.
• Sending out recall letters for registered patients who are due examinations, to ensure they do not lapse 
• Report any breakdowns to the appropriate person
• Assist with the compiling of reports and records on practice performance
• Ensure maximisation of diary management. 
• Adhere to all practice policies and procedures 
• Ensure tidiness and cleanliness of the reception area
• Assist Practice Administrator/receptionist where needed