Position Overview

Johns Dental Speciality is looking for a responsible, organised, and patient-friendly Receptionist cum Administrator to manage the front desk and assist with the smooth day-to-day administration of the clinic.

The ideal candidate should have excellent communication skills, a professional appearance and attitude, good computer knowledge, and the ability to coordinate effectively with patients, doctors, dental assistants, and other staff.

Key Responsibilities

1. Reception & Patient Management

* Welcome and attend to patients in a polite and professional manner.

* Handle incoming calls, WhatsApp enquiries, and patient queries.

* Schedule, confirm, reschedule, and follow up on patient appointments.

* Maintain an organised appointment schedule and minimise waiting time.

* Coordinate patient flow between reception, consultation, and treatment areas.

* Provide basic information regarding clinic services, appointments, and timings.

* Handle patient feedback and escalate concerns to the appropriate person.

2. Patient Records & Documentation

* Maintain accurate patient registration details and records.

* Ensure patient files and treatment records are properly updated and organised.

* Maintain confidentiality of patient information.

* Assist in collecting and maintaining consent forms, prescriptions, reports, and other documentation.

* Ensure digital records and appointment information are updated regularly.

3. Billing & Cash Management

* Prepare patient bills and collect consultation/treatment payments.

* Maintain daily collection records.

* Handle cash, UPI, card, and other payment modes accurately.

* Issue receipts and maintain proper documentation of payments.

* Coordinate with the management/accounts team regarding outstanding payments.

* Maintain daily billing and collection summaries.

4. Clinic Administration

* Maintain daily administrative records and registers.

* Monitor stationery, reception supplies, and other routine administrative requirements.

* Coordinate with suppliers and service personnel when required.

* Assist with maintaining clinic cleanliness, organisation,



and overall front-office standards.

* Report equipment, maintenance, or facility-related issues to management.

* Assist management with routine administrative tasks and documentation.

5. Staff & Doctor Coordination

* Coordinate appointment schedules with doctors and dental assistants.

* Communicate schedule changes to relevant staff and patients.

* Assist in coordinating staff attendance and duty schedules when required.

* Ensure the reception area and patient waiting area are properly managed during clinic hours.

* Support the team during busy clinic hours to ensure smooth patient flow.

6. Patient Follow-up & Clinic Growth

* Follow up with patients regarding scheduled appointments.

* Contact patients who have missed appointments and assist with rescheduling.

* Follow up with patients for pending treatment where appropriate.

* Maintain recall/follow-up lists for regular dental check-ups and ongoing treatments.

* Assist with patient communication for camps, promotions, health awareness programmes, and clinic activities.

* Support the clinic’s patient relationship and retention initiatives.

7. Inventory & Administrative Support

* Assist in maintaining basic inventory records.

* Monitor stock of reception, stationery, and commonly used administrative items.

* Inform management when supplies need to be replenished.

* Maintain records of purchases, bills, and vendor details as required.

Required Skills & Qualifications

* Minimum Graduate, preferably with experience in healthcare or dental-clinic administration.

* Prior experience as a receptionist, front-office executive, clinic coordinator, or administrator is preferred.

* Good communication skills in English and Tamil; knowledge of other languages is an advantage.





* Basic computer knowledge and proficiency in MS Office/Google Workspace.

* Ability to use WhatsApp and other digital communication platforms professionally.

* Positive organisational and multitasking skills.

* Basic understanding of billing and cash handling.

* Professional appearance, courteous behaviour, and a patient-friendly attitude.

* Ability to maintain confidentiality and handle sensitive patient information responsibly.

Preferred Qualities

* Previous experience in a dental clinic, hospital, or healthcare setting.

* Familiarity with dental terminology and common dental procedures.

* Experience with clinic management software.

* Good follow-up and communication skills.

* Ability to work independently and take responsibility for assigned tasks.

* Calm and efficient during busy clinic hours.

* Strong attention to detail.

* Willingness to learn and improve clinic systems and processes.

Performance Expectations

The receptionist cum administrator will be expected to:

* Maintain an organised and welcoming front desk.

* Ensure appointments and patient communication are handled efficiently.

* Maintain accurate billing and administrative records.

* Minimise appointment gaps and missed appointments through appropriate follow-up.

* Ensure patient queries are addressed promptly.

* Maintain confidentiality and professional standards at all times.

* Contribute to a smooth, disciplined, and patient-centred clinic environment.

Working Relationship

Reports to: Clinic Management / Doctors

Department: Front Office & Administration

Location: Johns Dental Speciality

Employment Type: Full-time

Important

The role involves direct interaction with patients and coordination with doctors and clinic staff. The candidate should therefore demonstrate professionalism, responsibility, punctuality, good communication, and a strong sense of ownership toward the clinic’s daily operations.

Pay: ₹8,800.00 - ₹24,000.00 per month

Benefits:

- Flexible schedule
- Health insurance
- Paid sick time
- Paid time off

Work Location: In person

📌 Receptionist/Administrator (Salem)
🏢 Johns Dental Speciality Centre
📍 Salem