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 recent 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.

📌 Front Desk Receptionist (Pune)
🏢 32care Dental Clinic u0026 Implant Centre
📍 Pune