Administrator

Job Description

Job Summary: 

The Administrative Staff plays a key role in ensuring smooth daily operations of the dental clinic. This role involves managing patient appointments, maintaining records, providing excellent customer service, supporting clinical staff, and ensuring an efficient, organized front office environment. 

Key Duties & Responsibilities: 

 Payment Collection & Financial Handling 

•  Receive and process payments (cash, mobile money, card, transfer). 

•  Ensure accurate posting into Dentolize. 

•  Provide receipts immediately. 

•  Verify correct service and amount. 

•  Record outstanding balances. 

•  End-of-day cash reconciliation. 

•  Maintain confidentiality. 

Patient Service Advice & Front Desk Guidance 

• Explain services: orthodontics, whitening, hygiene, general dentistry. 

• Guide patients on packages and promotions. 

• Assist patients in selecting suitable services. 

• Explain costs, duration, and follow-up steps. 

• Handle inquiries via phone, WhatsApp, walk-ins. 

• Provide waiting time estimates. 

 No-Show Auditing & Attendance Management 

• Review daily schedule for missed appointments. 

• Mark no-shows in Dentolize. 

• Contact no-show patients within 15–30 minutes. 

• Record communication attempts. 

• Prepare weekly no-show report: totals, repeat offenders, reasons, revenue impact. 

    Additional Admin Tasks 

• Manage check-in and check-out. 

• Update patient records and consent forms. 

• Maintain front desk cleanliness. 

• Communicate issues to supervisors. 

• Coordinate patient flow with clinical team. 

Minimum Requirements & Qualification 

• Candidate must have prior experience in a similar administrative or front-desk role within a dental, medical, or customer-service environment. 

• Qualification: SHS, Diploma & Degree