Job Description – Front Office Receptionist
Organization: VLUXE Dental Clinic
Department: Front Office / Patient Experience
Position: Front Office Receptionist
Location: Kollam, Kerala
Employment Type: Full-Time
Role Overview
VLUXE Dental Clinic is looking for a professional, friendly, and well-organized Front Office Receptionist to manage patient interactions and ensure a smooth front-office experience.
The receptionist will be the first point of contact for patients and will play an important role in maintaining VLUXE's premium patient experience, coordinating appointments, handling enquiries, and supporting day-to-day clinic operations.
Key Responsibilities
- Welcome patients professionally and assist them throughout their visit.
- Manage patient registrations, appointments, rescheduling, and cancellations.
- Answer incoming phone calls and respond to patient enquiries.
- Handle WhatsApp enquiries and appointment requests promptly.
- Coordinate with doctors and clinical staff regarding patient schedules.
- Maintain an organized appointment calendar and minimize scheduling conflicts.
- Confirm upcoming appointments and follow up with patients when required.
- Maintain accurate patient information in the clinic management system.
- Guide patients regarding consultation procedures and available services.
- Coordinate patient waiting times and keep patients informed about delays.
- Collect payments, generate bills/receipts, and maintain basic front-office records.
- Handle patient feedback and escalate complaints appropriately.
- Maintain confidentiality of patient information and clinic records.
- Keep the reception and waiting area professional, organized, and presentable.
- Support management with basic administrative and daily operational tasks.
Candidate Requirements
- Excellent communication and interpersonal skills.
- Fluent in Malayalam and English.
- Professional appearance and confident communication.
- Friendly and patient-focused attitude.
- Comfortable using computers, WhatsApp, and basic office software.
- Good organizational and multitasking abilities.
- Ability to remain calm and professional during busy clinic hours.
- Previous experience in a dental clinic, hospital, clinic, hotel, or customer-facing role is preferred.
Preferred Qualities
We are particularly looking for someone who is:
- Warm and welcoming with patients.
- Quick to learn new software and processes.
- Responsible and punctual.
- Comfortable speaking over the phone.
- Good at handling multiple patients and appointments simultaneously.
- Detail-oriented with patient records and billing.
- Able to communicate professionally with doctors and other team members.
- Focused on delivering an excellent patient experience.
Key Performance Expectations
The receptionist will be expected to maintain:
- Prompt response to patient enquiries.
- Accurate appointment scheduling.
- Timely appointment confirmations and follow-ups.
- Minimal errors in patient registration and billing.
- Professional front-office presentation.
- High standards of patient communication and service.
VLUXE Dental Clinic
Creating a professional, comfortable and seamless experience for every patient.
Pay: ₹12,000.00 - ₹15,000.00 per month
Work Location: In person
