Front Office Coordinator - Melbourne

Location: South Yarra, Melbourne, Australia
Employment Type: Permanent
Reference: 3751308
Job Experience: 2-3 Years dental experience

This high end holistic dental clinic is searching for an experienced dental professional to lead the administration team.

About the practice and the role:

  • Utilises advanced technologies in their treatments, which includes dental lasers, therapeutic lasers, ozone, stem cells and more
  • Treatment approach is based in scientific research, following advanced protocols that are already used overseas
    • examples of this include, non-extraction expansion orthodontics, SMART filling removal protocol and using lasers to both eliminate infection and stimulate the body’s natural healing mechanism (e.g. gum regeneration)
  • Patients are usually middle-to-high socioeconomic class and are typically well educated and researched in health, with some patients who travel interstate and from overseas to be treated
  • Some of our patients come to see us as they have complex health needs and require comprehensive management, while others are simply searching for a holistic practitioner
  • In the last 3 years there has been a significant increase in patients seeking holistic dental services
  • Remuneration: $35 - $37.50AUD, with the opportunity for career progression (& pay increase) depending on performance and dedication to the business
  • The role is full-time (76 hours per fortnight)
  • Most of the team  work a 9-day fortnight with a paid Rostered Day Off and one Saturday per month
  • Responsibilities include:
    • Leading the administration team and taking ownership of the administration team's responsibilities and expectations
    • Answering patient phone calls
    • Responding to patient emails
    • Managing leads (potential new patient enquiries)
    • Checking out the patient (processing payment and scheduling next visits)
    • Understanding item codes sufficient to detect invoicing errors and resolving with the dentist prior to the patient leaving the building
    • Processing patient appointment deposits
    • Developing treatment plans
    • Managing Invisalign, implant and other surgical appointments
    • Managing the dentists schedule, including following appointment protocols to ensure enough time and equipment is appropriately managed
    • Managing patient records and adhering to record keeping requirements
    • Managing incoming and outgoing patient records, including referrals
    • Flagging key information with dentists
    • Actioning tasks as assigned by management, the dentists and the business owner
    • Actively participating in required training 
    • Discussing aftercare instructions with patients
    • Checking in with patients post-treatment and updating the dentists
    • Promptly responding to internal communications (phone, emails, etc.)
    • Escalating patient complaints to management 
  • The practice uses Xero and Oasis Dental software.

About you:

  • The legal right to work in Australia
  • Genuinely interested in the practices services and broader philosophy
  • Competent in office management
  • Comfortable, natural leader
  • Kind, caring and respectful
  • Experience with Invisalign and implants is beneficial
  • Intelligent and personable
  • Enjoys working in a collaborative team environment
  • Passionate about providing a superior patient experience

About the area: South Yarra is one of Melbourne's oldest and most affluent inner-city suburbs bordered by the Yarra River, Richmond, Prahran and Toorak. The area abounds with gourmet food, fresh produce, fashion retailers, cafes and clubs and combines picturesque historic architecture with abundant contemporary eateries, all within an easy hop of the city.


Are you interested in this job? Then contact Toni Marr on +64(0)27 229 7070 to find out more. All clinical candidates need to be registered with the Dental Council of New Zealand (DCNZ).

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