Dental Receptionist/Administrator

Role Overview

We are looking for a highly organised, confident remote receptionist to support our UK dental practices. This role is not just answering phones. It involves high call volumes, proactive outbound calling, diary management, admin support, and chasing patients.

You will be a key part of the front-of-house function and are expected to work to clear systems, scripts, targets, and KPIs.

Core Responsibilities1. Incoming Calls (High Priority)

• Answer incoming calls promptly and professionally during UK working hours
• Book, amend, and cancel appointments accurately
• Triage calls appropriately (urgent / routine / admin)
• Handle common patient queries confidently (fees, availability, treatments, NHS vs private)
• Manage difficult or frustrated patients calmly and professionally
• Ensure no calls are dropped or missed without follow-up

2. Outgoing Calls (Daily Requirement)

• Call patients to:
• Chase outstanding treatment plans
• Rebook failed / cancelled / DNA appointments
• Contact lapsed patients
• Confirm upcoming appointments
• Work through daily call lists provided by the practice
• Achieve clear daily call targets
• Record outcomes of every call accurately

3. Diary & Appointment Management

• Maintain full and efficient diaries for clinicians and hygienists
• Fill gaps proactively
• Reduce DNAs and short-notice cancellations
• Follow practice booking rules strictly

4. Administrative Support

• Respond to emails and online enquiries
• Manage patient messages (including WhatsApp or similar platforms if required)
• Update patient records accurately
• Process new patient registrations
• Assist with general admin tasks as required by the management team

5. Systems & Compliance

• Use UK dental software systems accurately (training provided)
• Follow GDPR and patient confidentiality requirements at all times
• Adhere to practice scripts, workflows, and protocols
• Log all work clearly for audit and review

Required Skills & ExperienceEssential

• Previous experience in medical or dental reception (strongly preferred)
• Excellent spoken and written English (clear UK-facing communication)
• Confident phone manner – not timid
• Comfortable making high volumes of outbound calls
• Strong organisational skills
• Reliable internet connection and quiet working environment
• Ability to follow systems, scripts, and instructions precisely

Desirable

• Dental software experience
• Experience working with UK clients
• Sales or treatment plan follow-up experience

Personal Attributes

• Proactive – does not wait to be told what to do
• Resilient – can handle rejection and difficult calls
• Detail-focused – accuracy matters
• Accountable – takes ownership of tasks and outcomes
• Professional – understands they are representing a UK healthcare business

Performance Expectations (Non-Negotiable)

• Meet daily outbound call targets
• Maintain high call-answer rates
• Accurate admin with minimal errors
• Consistent diary utilisation improvement
• Clear communication with UK team
• Willingness to be monitored and performance-reviewed

Working Hours

• UK-aligned working hours
• Full-time role (specific hours to be agreed)

What This Role Is NOT

• Not a passive call-answering role
• Not flexible around missed targets
• Not suitable for someone uncomfortable with phones or accountability

Job Types: Full-time, Permanent

Pay: From R11 000,00 per month

Work Location: Remote