Cape Town City Centre: Receptionist posted by HR-Simplified Ltd

About the Role

As a Receptionist in our elite multi-doctor dental practice, you will be the first point of contact for patients and visitors. We are seeking an exceptional professional with strong communication skills, attention to detail, and organizational abilities to ensure smooth front-office operations, superior patient experience, and accurate financial and administrative support.

Key Responsibilities

• Greet patients and visitors warmly, ensuring a professional and welcoming experience.
• Manage patient check-in and check-out efficiently.
• Provide information about services, appointment times, and practice policies.
• Maintain confidentiality in line with POPIA and other legal requirements.
• Manage hospitality, including offering tea, coffee, and water to patients and guests.
• Ensure reception area, waiting room, and refreshment stations are tidy, clean, and fully stocked.
• Oversee décor details such as plant care and flower arrangements.
• Manage multiple diaries using the practice management system (GoodX).
• Book, confirm, and reschedule appointments via GoodX, WhatsApp, phone, SMS, and Hubspot (or relevant software).
• Record all patient data accurately and completely, including Personal details, Next of Kin information, Medical History, Patient Account and billing information, and consent forms.
• Minimise no-shows through proactive confirmations and reminders.
• Receipt and process patient payments correctly, and as per issued invoice (cash, card, EFT).
• Record transactions.
• Issue and email statements and invoices to patients.
• Ensure accuracy and integrity of daily transaction records.
• Document and Compliance Management: Ensure all consent forms are completed, signed, scanned, and stored appropriately.
• Manage and update medical histories and patient records within the Practice Management Software (GoodX).
• Follow POPIA and HPCSA requirements for data storage and patient confidentiality.
• Assist with insurance or medical aid queries/documentation.
• Manage incoming and outgoing calls, emails, and walk-in enquiries.
• Monitor practice email inbox and respond or forward queries promptly.
• Maintain effective communication between patients, doctors, and support staff.
• Draft and send professional correspondence as required.
• Assist practice manager with daily reporting on bookings, payments, and patient flow.
• Maintain adequate stationery, reception supplies, and hospitality stock.
• Ensure product cupboards are adequately stocked and pricing on products is accurately maintained.
• Liaise with couriers, suppliers, and service providers for deliveries and repairs.
• Support in coordinating patient satisfaction surveys or feedback initiatives.

Requirements

• Matric (Grade 12) or equivalent is essential.
• Diploma or certificate in administration, hospitality, or healthcare reception is advantageous.
• Previous experience with CRM, patient management, or booking systems.
• At least 3–5 years’ experience in a busy dental/medical practice or hospitality environment.

Qualifications

• Matric (Grade 12) or equivalent

Salary & Benefits

• Salary details not specified