Receptionist

Warren

Position Summary:

Attends to dental office visitors both in person and over the phone.  Supplies information regarding the organization to the general public and to patients. 

Essential Function(s) of the Position:

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.  

1. Answers the telephone, screens and directs calls. 
2. Takes and relays messages.
3. Provides information to callers.
4. Pulls charts in anticipation for daily patient visits; Organizes, accesses, and files patient dental records and charts.  Updates records when necessary. Files charts upon completion of dental service. 
5. Assists with greeting patients upon arrival, ensuring that they sign in to record their presence; checks patients in for dental services. 
6. Verifies if patient’s personal or insurance information has changed since the last visit.
7. Enters all new patient registrations into the computer upon patient arrival.
8. Notifies other staff members of the patient’s arrival.
9. Direct patients to the correct treatment area within the office.
10. Receives, sorts and distributes incoming mail and deliveries. 
11. Coordinates delivery of incoming and outgoing faxes.
12. Maintains clean and tidy reception and restroom areas.
13. Performs backup support to the Front Desk, Receptionist, Accounts, and Appointment Scheduler positons.
14. Cross trains on other positions as needed.
15. Orders office supplies and keeps inventory.
16. Encourages and asks for patient referrals.
17. Attends and contributes to daily huddle and staff meetings.

Education/Experience:

High School graduate or equivalent

Licensing/Certifications:

None

Knowledge, Skills and Abilities:

Competent in administrative and clerical procedures

Knowledge of computers and relevant software application

Knowledge of customer service principles and practices

Adequate keyboard skills

Ability to communicate in a professional manner, both verbally and in writing 

Ability to represent the Practice in a professional manner   

Ability to take initiative to complete assigned tasks

Reliable individual

Ability to tolerate stressful situations

Ability to multi-task

Ability to maintain attention to detail

An independent worker; ability to work with limited supervision

Ability to work effectively in a team environment

Ability to maintain a cooperative working relationship with other staff members

Above average customer service skills; ability to tactfully handle difficult customer service situations; ability to deal courteously and effectively with a variety of people

Equipment, Machinery, Tools and Vehicles Used:

General office and dental equipment; computers

Microsoft Office:  Word, Excel and Dentech scheduling software  

Physical Demands:

The physical demands described here are representative of those that must be me by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.  

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, reach with hands and arms; stand; talk and hear; walk; sit, stoop, and lift or move up to ten (10) pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and the ability to adjust focus.

Mental Demands:

While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and occasionally deal with dissatisfied or quarrelsome individuals.  

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Employees work under typical office conditions where the noise level is moderately quiet.  The employee may be occasionally exposed to dust or to dusty environments (to the extent of that which may be found on stored files).  

Reporting Relationships:

This position reports directly to the Communications Executive or Office Manager.  In the Office Manager’s absence, the position reports to the dentist on duty.

Supervisory Responsibility:

None