Receptionist

The Receptionist is the first point of contact for patients and visitors of our elite multi-doctor dental practice. This role requires exceptional professionalism, attention to detail, and organizational skills to ensure smooth front-office operations, superior patient experience, and accurate financial and administrative support

Front Desk & Client Service

• Greet patients and visitors warmly, ensuring a professional and welcoming experience.
• Manage patient check-in and check-out efficiently.
• Provide information about services, appointment times, and practice policies.
• Maintain confidentiality in line with POPIA and other legal requirements.
• Manage hospitality, including offering tea, coffee, and water to patients and guests.
• Ensure reception area, waiting room, and refreshment stations are tidy, clean, and fully stocked.
• Oversee décor details such as plant care and flower arrangements.

Diary and Booking Management

• Manage and update multiple diaries using the practice management system (per doctor and global view) using the practice management system (GoodX) 
• Book, confirm, and reschedule appointments via GoodX, WhatsApp, phone, SMS and Hubspot (or relevant software)
• Record all patient data accurately and completely, including Personal details, Next of Kin information, Medical History, Patient Account and billing information, and consent forms
• Minimise no-shows through proactive confirmations and reminders.

Financial Administration

• Receipt and process patient payments correctly, and as per issued invoice (cash, card, EFT).
• Record transactions
• Issue and email statements and invoices to patients.
• Ensure accuracy and integrity of daily transaction records.

Document and Compliance Management 

• Ensure all consent forms are completed, signed, scanned, and stored appropriately.
• Manage and update medical histories and patient records within the Practice Management Software (GoodX).
• Follow POPIA and HPCSA requirements for data storage and patient confidentiality.
• Assist with insurance or medical aid queries/documentation.

Communication and Correspondence

• Manage incoming and outgoing calls, emails, and walk-in enquiries
• Monitor practice email inbox and respond or forward queries promptly
• Maintain effective communication between patients, doctors, and support staff.
• Draft and send professional correspondence as required.

Operational and Administrative Support

• Assist practice manager with daily reporting on bookings, payments, and patient flow.
• Maintain adequate stationery, reception supplies, and hospitality stock.
• Ensure product cupboards are adequately stocked and pricing on products is accurately maintained.
• Liaise with couriers, suppliers, and service providers for deliveries and repairs.
• Support in coordinating patient satisfaction surveys or feedback initiatives.
• Adhere to health and safety protocols in reception and waiting areas.

Any other task as reasonably requested  

• Any other task as reasonably and lawfully requested by the employer

Qualifications

• Matric (Grade 12) or equivalent is essential.
• Diploma or certificate in administration, hospitality, or healthcare reception is advantageous.
• Previous experience with CRM, patient management, or booking systems.

Years of Experience

• At least 3–5 years’ experience in a busy dental/medical practice or hospitality environment.
• Dental knowledge (bonus)
• Candidates from other industries with the right skill set are welcome
• Highly dependent on experience

• Strong verbal and written communication skills in English.
• Fluency in other languages commonly spoken in the region (e.g. Afrikaans) is an advantage.
• Strong attention to detail
• Clear and effective communication, both written and verbal
• Ability to work under pressure and handle unexpected situations
• Knowledge of dental/medical terminology and processes an advantage.
• Proficiency in MS Office (Word, Excel, Outlook) and strong typing skills.
• Enjoys working with various software programs
• Comfortable navigating and adapting to different systems
• Strong problem-solving skills

Attributes 

• Professionalism & Grooming: Presents confidently and appropriately in an elite environment.
• Attention to Detail: Accurate with financials, record-keeping, and diary management.
• Communication Skills: Clear, empathetic, and courteous with patients and staff.
• Organisational Skills: Able to multitask in a high-pressure, busy practice.
• Client-Centric: Warm, approachable, and service-oriented, with a focus on hospitality.
• Integrity & Confidentiality: Handles sensitive patient and financial information responsibly.
• Resilience: Calm under pressure with the ability to manage difficult situations diplomatically.
• Team Player: Collaborates effectively with colleagues across all levels.
• Initiative: Proactive in identifying and solving problems, ensuring smooth front-office operations.
• Personality traits: Creative thinking, Adaptability, Acts with integrity and accountability at all times
• Values: Punctuality and respects schedules and deadlines