Front Desk Officer

1. Operations Management  (Day-to-Day Operations)

a. Ensure the clinic is well-sanitized, and the receiving area is clutter-free.

b. Prepare patient charts prior to treatments.

c. Treat patients on time as scheduled.

d. Attend patients immediately and greet patients courteously, introducing yourself to first-time patients, and offer refreshment.

e. Assist patients in completing Medic Charts, Health Declarations, General Consent Forms, and Treatment Consent Forms.

f. Hand-off patients to Dental Assistant or Dentist for procedure preparation.

g. After dental treatment, guide the patient to the receiving area to relax.

h. Review the patient's chart for procedure details, materials used, prescribed medication, estimated costs of future procedures, shade, etc.,

i. Ensure all patient information including payment details is completed.

j. Provide clear and concise post-operative instructions to patients.

k. Accept payments from patients, applying Senior Citizen or PWD discounts as needed.

l. Schedule the patient's next appointment before they leave, even if it's tentative.

m. Courteously bid farewell to patients upon their departure.

1.1. Operations Management  (End-of-Day Operations)

a. Verify that all patients seen during the day have updated charts, records, and x-rays in Fracto.

b. Scan and digitize the charts used for the day and store documents in google drive.

c. Update and double-check the Daily Sales Report in excel files.

d. Keep the Daily Sales Record updated.

e. Monitor daily sales and remit cash to the cash box.

f. Report daily sales via text messaging or viber to assigned personnel.

g. Review the Group Chat for any important updates for the next day's operations and inform the other team members like Dentist and Assistants.

h. Confirm and notify Dentist/s the patient appointments for the following day.

i. Prepare all patient charts for the next day's procedures.

j. Send appointment reminders to patients for the next day.

k.Ensure the clinic is cleaned, sanitized, and ready for the next day's operations

1. Patient Satisfaction and Relations

a. Respond immediately to inquiries from these communication channels (E-mail, social media, text messages, or phone calls).

b. Collect patient information (medical concerns and contact details).

c. Facilitate the completion of Fracto Health Declaration, General Consent Form, and Treatment Consent Forms.

d. Schedule patients booking appointments.

e. Send appointment reminders the day before the appointment.

f. Handle patient payments using various methods (cash, GCash, credit/debit cards, checks).

g. Issue sales invoices or receipts to patients.

h. Manage follow-up appointments for returning patients.

i. Ask patients for google reviews.

j. Address any patient complaints and inform Management about the concerns

1. Administrative Management

a. Maintain and update the Daily Sales Record.

b. Update the Daily Sales Report - Excel Files in Google Drive.

c. Manage the petty cash and properly account operational expenses in the recording sheet.

d. Monitor and handle daily sales transactions and cash box remittance.

e. Submit a periodic sales report to the Superior.

f.  Submit daily sales reports via viber group messaging at the end of the day.

g. Manage to pay bills and other payables, as well as the deposit of daily sales.

h. Update calendar for the daily schedules of Dentists with procedures, and specific branches.

i. Digitize and file patient paper charts (patient backups) and save documents  in Google Drive.

j. Review and ensure completeness of patient charts filled by the Dentist after each procedure, including cost estimates and treatment plans.

k. Prepare patient charts for daily procedures.

l. Manage the filing of important documents.

m. Assist in monitoring and updating inventory stocks.

n. Cascade Superiors about memorandum and any other clinic communications