Dental Receptionist

Job summary

To be part of a wider dental team providing reception, administrative & clerical support to the dental service using computerised systems. This will include assisting with the decontamination of instruments, as required.

Main duties of the job

Main Duties and Responsibilities

Welcoming and receiving service users and their carers into the dental service

Deal with telephone and face to face enquiries about the dental service in a professional and empathetic manner.

To make, change and update appointments for service users which will include direct face to face and telephone contact

Offer regular updates to service users waiting and where appropriate explain any reason for the delay in being seen.

Explain NHS service user charges using professional judgement and empathy when there may be barriers to understanding.

Provide advice and information to service users and or carers, ensuring that leaflets and all information presented is current.

Work collaboratively with the dental team, senior leaders and wider colleagues to maintain the effective running of the dental service.

Administrative & Clerical Support:

To enter service user details onto computer system, collecting all essential demographic information.  Distribute medical history forms to service users, collect and provide to the dentist.

To utilise the appointment book to fully optimised clinical appointments

Using computerised systems to track and monitor waiting times

Monitor the service user’s welfare and alert clinical team, if necessary, of any concerns.

Prepare electronic FP17PR, medical history and other appropriate documentation, gaining service user/or significant other’s signature.

Arrange appointments for service users referred into the service, electronic records for the service user, entering details of the referring practitioner onto the computer system.

Receive and record details for outreach visits.  Liaise with the dental team about appointments and arrange outreach visits, where applicable.

Organise incoming and outgoing correspondence

Assist with all financial aspects including administering service user charges and receiving various type of payments – cash, credit and debit cards. As appropriate, to cash up at the end of the session and regularly bank dental income.

To be responsible for regularly updating the dental income database

To be responsible for petty cash.

Demonstrate own activities or workplace routines to new or less experienced staffs in own work area

Input data to maintain accurate stock control record as required, liaising with the Senior Dental Nurse regarding stock levels and ordering requirements

Decontamination Support

Check that dental instruments and equipment in store are within the ‘use by’ date and reprocess non-compliant items

Collect dental instruments and equipment requiring decontamination from dental surgeries and to deliver clean instruments ready for use.

Assist with the organising of general and periodic machine servicing and action accordingly and when required:

Decontaminate dental instruments and equipment, working to the Service’s quality systems, policies, procedures, and guidelines as required.

Document all daily maintenance of machines and equipment as required.

Carry out all dental instrument and equipment tracking as required.

Comply with the daily documentation of the decontamination of all equipment.

using an automated washer, dental instruments and dental equipment as required to manufacturers’ guidelines.

sterilise dental instruments using autoclaves.

disinfect dental equipment in accordance with manufacturers’ guidelines.

Regularly check the tidiness of the waiting and reception area, tidy as necessary and clean play equipment in accordance with the Infection Control Policy; ensure noticeboards display current information. 

Assist with stocktaking and requisitioning of supplies and processing payment.  This may include a range of items including dental laboratory work, laundry, stationery and dental sundries, etc.

Carry out daily equipment checks to adhere to health and safety regulations and organising the repair of all defects to be dealt with promptly.

Professionalism, Leadership and Management

To be responsible for promoting the Organisation’s values and high-performance standards both individually and as a team, in the achievement of our strategic objectives and priorities

To build a strong external image of clinical excellence for the organisation and create opportunities to enhance the profile of the social enterprise and its services, ensuring high social responsibility. 

Act within other professionally laws and systems including Health and Safety, Freedom of Information Act and Data Protection Legislation.

Observe all policies and procedures and maintain the Staff Confidentiality Code of Conduct at all times.

Follow and implement operational and clinical policies and procedures to comply with legislation.

Apply safe working practices and take responsibility for own actions.

Support other members of the dental and wider healthcare team in the interest of service users.

Demonstrate a commitment to lifelong learning through education, training, and practice against agreed occupational standards.

Apply an evidence-based approach to learning, practice and decision making and utilise critical thinking and problem-solving skills.

Take responsibility for personal development planning and reflective practice.

Maintain professional behaviour and appearance, including being punctual and polite.

Effectively manage own time and resources.

The duties of this post may vary from time to time as a result of new legislation, changes in technology or policy changes. In this case, appropriate training may be given to the post holder to undertake this new varied work.

About us

The University of Suffolk Dental Community Interest Company (CIC) is an exciting and innovative collaboration between the University of Suffolk and the Suffolk and North-East Essex Integrated Care Board, seeking to provide high-quality NHS dental services to the population of Suffolk through the brand new, state of the art clinical facilities situated on the scenic Ipswich Waterfront. Embracing the latest technology and innovation, the facility will offer fully equipped surgeries, intraoral cameras, digital radiography, and access to CBCT diagnostics. As a new provider of NHS dental care in the region the CIC is wellplaced to offer ordinary dental care delivered with extraordinary care. Our ethos is all about enabling dental care, improving oral health by increasing access to dental services and at the same time providing opportunities for those starting or continuing a dental career in the East of England. In line with current good practice and optimum care, an opportunity to deliver person-centred care with a focus on prevention, stabilisation, and disease management.