Front Desk Officer at Beaconhill Smile Clinic Limited

Job Summary

• The Front Desk Officer at Beaconhill Smile Clinic – VI is the first point of contact for patients and visitors.
• This role is responsible for creating a warm, professional reception experience, managing appointment scheduling, handling inquiries via phone and email, and maintaining up-to-date patient records.
• The ideal candidate will be organized, customer-focused, and able to perform multiple administrative tasks in a fast-paced environment.

Key Responsibilities
Reception & Patient Interaction:

• Greeting & Welcoming: Provide a friendly, welcoming environment for all patients and visitors upon arrival.
• Patient Registration: Register new patients, update existing patient files, and verify insurance or HMO details as required.
• Issue Resolution: Address patient inquiries, concerns, and complaints efficiently and refer complex cases to the appropriate supervisor.

Appointment Scheduling & Coordination:

• Managing Appointments: Schedule, confirm, and reschedule appointments using the clinic’s scheduling software.
• Coordination: Work closely with clinicians and treatment teams to minimize waiting times and avoid scheduling conflicts.
• Follow-Up: Conduct appointment reminders and follow-ups to enhance patient retention and satisfaction.

Communication & Administration:

• Call Handling: Answer incoming calls professionally and make outbound calls for appointment confirmations, follow-ups, or client inquiries.
• Digital Correspondence: Manage emails and online inquiries promptly, ensuring accurate responses or appropriate referrals.
• Record-Keeping: Maintain accurate and confidential patient records and daily activity logs.
• Cash Handling & Billing Support: Collect payments, issue receipts, and assist with basic billing procedures under supervision.
• Administrative Support: Assist with clerical tasks such as data entry, document filing, and office supply management to ensure smooth operations.

Requirements

• Educational Qualification: Minimum OND/HND/BSc in any relevant discipline (e.g., Business Administration, Office Management).
• Experience: At least 1–2 years of experience in a front desk, customer service, or administrative role; healthcare or clinic experience is preferred.
• Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel) and familiarity with appointment scheduling software.
• Communication: Excellent verbal and written communication skills.
• Personal Attributes: Strong organizational skills, multitasking ability, and a professional, courteous demeanor.
• Other: Ability to handle confidential information with discretion and to work well under pressure.

Key Competencies:

• Customer Service Orientation: Demonstrates a commitment to excellent patient care and professionalism.
• Organizational Skills: Effectively manages time and priorities in a busy front desk environment.
• Attention to Detail: Maintains accurate records and completes routine tasks meticulously.
• Communication & Teamwork: Exhibits excellent interpersonal skills and works collaboratively with the clinical and administrative teams.