Clinic Co-ordinator and Receptionist

Job title: Oral Surgery Administrator and Receptionist

Purpose of the job

1. Co-ordinate Minor Oral Surgery clinics: from point of referral to discharge

2. Carry out reception and related administrative duties within the practice and perform such other tasks as reasonably requested by the principal.

3: Opportunity to train as Dental Nurse

Working Pattern: 5 days a week across (Monday - Saturday) 8:30am - 5:30pm

Responsible to: The Principal and Business Manager

Responsible for:

1. NHS REFERRAL PORTAL:

• Reviewing all incoming patient referrals for oral surgery, from external dental practices in Beds, Bucks and Herts
• Liaising with other Dental Practices regarding patients
• Create digital patient records for each referred patient on Chrysalis dental practice software
• Discharge patients from Oral Surgery back to their Dental Practitioner

2. MINOR ORAL SURGERY CLINICS:

• Co-ordinate clinic days: Calling all patient to book clinic appointments, reschedule, cancelling patients where necessary
• Clinic Admin: Create day lists, consent forms, ensure all required medical documentation for each patient is in place, such as x-rays, OPG, medical history.
• Establish clear communication with Surgeons relating to patient diagnosis, treatment plans, discharge information or onward referral

3. ADMINISTRATION:

• Updating monthly NHS spreadsheet with all clinic attendees and treatment
• Point of contact for Minor Oral Surgery phone: ensuring calls are answered, voice mails are monitored and all text and whatsapp messages are responded to promptly
• Send invite letters via email to patients for each confirmed appointment
• Generating invoices for Surgeons
• Liaise with Surgeons relating to potential clinic dates
• Send invite letters via email to patients for each confirmed appointment
• Send discharge letters as advised by the Surgeon

Key to being a success:

• Patient focussed: make the decision that is right for the patient
• Flexible in approach: understands that patient comes first before task
• Able to work on own: prioritise own workload and manage own time
• Structured in approach and organised
• PC literate: Google Docs, Excel, Word

RECEPTION

Employment duties

• Perform a high quality reception and administration service to ensure patient satisfaction and maximum contribution to practice efficiency, effectiveness and profitability in line with the GDC guidelines and practice policies
• Establish and maintain productive working relationships with all members of the dental team
• Liaise with the practice manager on all matters concerning administration, pay and service conditions
• Assist with the supervision of the trainee receptionist in the practice
• Take reasonable care for your own health and safety and that of others who may be affected by your acts or omissions at work

Key tasks: Receptionist

• Answer the telephone and deal with patient enquiries in a positive, efficient and friendly manner
• Checking and replying to emails daily
• Receive and deal with patients and visitors in a pleasant and prompt manner
• Keep patients informed of any delays
• Notify dentists/hygienists of patients’ arrivals
• Schedule patient appointments in accordance with the practice policies and keep records of all appointments and remind patients of their appointments as required
• Prepare patient records and day sheets for each dentist and hygienist at the beginning of the day
• Collect and record patient payments and pursue any debts in accordance with the practice payments policy
• Follow computer procedures to ensure that patient records are properly maintained
• Carry out routine house-keeping procedures on the computer, including undertaking regular back-ups in line with practice policies
• Liaise with dental laboratories, suppliers and other organisations as required, keeping records of laboratory work in and out
• Deal in an appropriate and prompt manner with patient feedback and inform the practice manager about patient comments and complaints
• Manage the sales of dental sundries to patients and ensure patients are provided with the opportunity to buy sundries when they leave the practice
• Keep Dr Jayna Patel informed if something is soon to run out of stock
• Keep the office, patient’s toilet and reception area tidy and welcoming
• Identify her own training and development needs and undertake appropriate training as agreed with the line manager during appraisal
• Provide feedback on the performance of the trainee receptionist that you supervise
• Assist throughout the practice and perform such other tasks as reasonably requested by the principal
• Attend all practice meetings as requested
• Uploading letters and x rays on to the patient notes and informing the dentists of this
• Liaise with dentists about management of patients for their treatments, particularly after referral letters and x rays.

Statement of responsibilities

This job description is a guide to responsibilities rather than a complete list of duties. It will be periodically reviewed and may be amended by agreement from time to time.

Opportunity to become a fully qualified Dental Nurse, nursing days are flexible depending on cover required

Job Types: Full-time, Zero hours contract

Pay: £12.50 per hour

Expected hours: 35 – 40 per week

Ability to commute/relocate:

• Bedford MK41 9NS: reliably commute or plan to relocate before starting work (required)

Experience:

• reception or similar: 1 year (required)

Language:

• English (required)

Location:

• Bedford MK41 9NS (preferred)

Work Location: In person

Application deadline: 31/07/2025
Reference ID: Clinic Co-ordinator & Receptionist
Expected start date: 31/07/2025