Receptionist / Front Office Executive

About the Role

This position involves welcoming patients warmly as they arrive, managing schedules, communicating clearly, and ensuring an excellent patient experience at our dental clinic. The role requires attentiveness to patients' emotional and physical needs, efficient appointment handling using clinic software, and proactive follow-up care coordination. The ideal candidate is friendly, detail-oriented, highly organized, and able to maintain a calm and professional environment even during busy periods.

Responsibilities

• Warmly receive patients entering the clinic to create a comfortable and reassuring atmosphere
• Recognize signs of patient anxiety or discomfort and respond with empathy and appropriate assistance
• Manage the clinic’s appointment calendar accurately, confirming and rescheduling as needed according to standardized procedures
• Coordinate patient flow efficiently with doctors and clinical staff to ensure smooth daily operations
• Handle patient queries via phone and WhatsApp, guiding clinical questions to the correct medical personnel
• Provide post-procedure instructions and prescribed medications as directed by doctors, confirming patient understanding
• Follow up with patients after treatments per established protocols, documenting communications and escalating issues promptly
• Ensure every patient is aware of their next steps or appointments before leaving, actively tracking follow-ups and pending visits
• Identify and report gaps in patient experience to management for continuous improvement
• Adhere strictly to clinic SOPs and service standards with minimal supervision

Candidate Profile

• Personable and naturally welcoming, with strong interpersonal skills suitable for hosting and patient interaction
• Emotionally intelligent, patient, polite, and confident in communicating with patients
• Highly organized, detail-focused, and responsible when managing schedules and patient records
• Proficient with computers, clinic appointment software, calendars, and WhatsApp communication
• Calm and professional demeanor, able to maintain composure during busy clinic hours
• Capable of working effectively as part of a team and taking ownership of the patient experience
• Enjoys truly taking care of people rather than only performing task-based reception duties

Additional Information

This role emphasizes proactive engagement in patient hosting, ensuring they feel cared for at every interaction, with ownership of their journey through the clinic. Success is measured by positive patient perceptions from arrival through their departure.