Front Office Receptionist And Patient Intake

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