Front Office Receptionist and Patient Intake
Objective: Keep the patient experience flawless from check in to check out. Professionally greet
and help patients on the phone and in person. Coordinate and organize appointments, complete
patient intake accurately as well as facilitate the efficient running of the dental office.
Supervisor: Team Leader
Duties to include, but not limited to:
Opening of the office: Including reception room and all common areas to the front. Patients’
restrooms are clean and stocked. Preparing the waiting room. Watering and cleaning of plants
(if any). Sorting through the old magazines.
Prep and participate information for morning huddle.
Greet patients
Check voicemail/e-mails and pass out messages as needed. Return messages and post all
call notes in patients as needed.
First line of communication for the patient calls. Answer all calls by the third ring. Must
keep an upbeat tone when speaking to a patient.
Responsible for changing the status including broken appointments and cancellations and
fill open spots as a result of no shows and cancellations
Maintain and manage patient records in compliance with privacy and security regulations
Respond and comply to requests for information
Schedule patient appointments and keep the schedule as full as possible
Sort and distribute incoming and outgoing mail
Maintain a professional reception area
Safeguard patient privacy and confidentiality
Any other duties that the team leader may need
Update front staff on daily task as needed
Confirm upcoming appointments and recalls according to office protocol
Check daily appointment schedule and schedule prep for following day
Arrange patient charts for next day appointments
Go through routing slips at the end of the day and check for changes. Check ledger with
routing slip to make sure it was posted and make sure the next appointment has been
made; re care and/or fillings. Put rout slips with end of day sheets.
Work Recall, outstanding treatment reports
Daily Deposits completed no later than 1pm the following day
Prepare paperwork for each patient coming in prior to patient appt time
Assist patients to complete all necessary forms and documentation
Verify and update patient information
Inform patients of dental office procedures and policy
Register new patients according to established office protocols and enter all relevant
patient information into data system
Send any past dues or co-pays before the appointment to appropriate clinical staff.
Mark the patient ready and put up routing slip.
Get copies of photo ID and medical/dental insurance cards. Update any changes. If new
patient, enter all paperwork.
Scan paperwork into the patient notes.
Check Patients Out:
Check for existing balances that need to be collected on account
Schedule next appt as needed
Collect all monies owed for services
Education and Experience
General education degree or high school diploma
Knowledge of dental terminology, procedures and diagnosis
Knowledge of computer and relevant software applications
Knowledge of general administrative and clerical procedures
Working knowledge of dental insurance
Key Competencies
Communication skills
Information collection and management
Planning and organizing
Accuracy
Customer service skills
Team work
Initiative
Adaptability
Confidentiality