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Lead Orthodontic Treatment Coordinator (full-time) Required

We are looking for a confident, experienced individual to join our specialist orthodontic practice as a Lead Orthodontic Treatment Coordinator. Current or previous experience as a Treatment Coordinator within an orthodontic setting is essential. This is a full-time position. The key responsibilities include:

  • Communicating effectively & efficiently with both new & existing patients
  • Providing support to patients throughout their patient journey
  • Carrying out one to one consultations with patients in preparation for their orthodontic assessment
  • Recording and monitoring all private referrals to the practice & identifying trends in referral patterns
  • Developing strategies to attract & increase private patient referrals & private treatment uptake
  • Develop & coordinate marketing & advertising strategies for private orthodontic treatment
  • Building and maintaining strong relationships with our website & social media providers
  • Building and maintaining strong relationships with local practices & GDP referrers
  • Managing diary appointments and treatment schedules
  • Co-ordinating meetings, practice events, educational programmes, study days, and open evenings
  • Supporting the practice manager, business manager and clinical team with the smooth running of the practice

WHAT WE’RE LOOKING FOR

  • A motivated, organised, & excellent communicator who thrives upon maintaining the highest professional standards.
  • Personable, positive and enthusiastic with outstanding customer service skills
  • Previous administrative experience
  • Competent using Microsoft Outlook, Word, Excel & orthodontic software
  • Marketing & advertising experience
  • An analytical mind with the proven ability to assist practice development

Salary - Dependent upon experience

Please submit your CV and cover letter by email to [email protected] or call 01206 756210 for more information.

Experienced Receptionist/Administrative Assistant Required

We are looking for a confident, experienced individual to join our specialist orthodontic practice as Receptionist/Administrative Assistant.

Presentable and with excellent oral and written English, the ideal candidate will need to have minimum of three years experience in a Front of House/Reception role, and must possess excellent administrative skills. Also important is your experience of providing 5 star customer service in a busy environment.

Multitasking and being able to organise your time under pressure is crucial, as is the ability to deal with patients expecting a level of service far above your average dental practice.

Please see Job Description and Person Specification below.

Please be aware that this is an extremely varied role which requires experience and relevant skills as detailed below. Only applicants that meet the criteria will be shortlisted. Shortlisted applicants will need to demonstrate at interview that they meet the person specification.

Job Description

Overall Role:

Orthodontic Receptionists are required to work as part of the overall orthodontic team & to assist in the provision and delivery of services to patients & to contribute to the smooth & efficient running of the practice.

General:

  • To welcome patients and visitors and direct them to the appropriate area
  • To maintain reception as a welcoming, pleasing and orderly area
  • To notify clinicians (orthodontist or therapists) of patient’s arrival
  • Review adherence to appointment times, liaise with the clinicians and inform the patient of excessive delays.
  • Check appropriate voicemail message(s) & deal with accordingly
  • Receive and redirect all incoming calls as appropriate
  • Providing advice and information over the telephone to patients when appropriate
  • Check practice email & NHSMail twice daily and deal with as appropriate
  • Organise daily franking & taking of post
  • A basic understanding of orthodontic procedures and treatments
  • Wherever possible, to anticipate patient’s anxieties and to answer questions, referring to clinician/manager for further assistance if necessary
  • Handle complaints in accordance with the practice Complaints Procedure(s), both Private and NHS
  • To be aware of Health & Safety considerations with respect to patients and staff in the reception and access areas of the practice and to ensure that all actions adhere to the Health & Safety Policy of the practice
  • To follow practice Health & Safety codes in all aspects including resuscitation, emergency procedures and fire drill
  • To carry out any other duties requested by the employer to ensure that patients receive a high quality of care. To be flexible with your duties to ensure the smooth running of the practice.
  • To assist Practice Manager/Practice Principle/Business Manager with any other duties as and when they arise
  • Treatment Co-ordinator (TC) duties as required

Administration:

  • To schedule appointments in person or by telephone, liaising with the clinicians where necessary in accordance with practice policy.
  • Dealing with new NHS patient referrals and re-referrals.
  • Updating the referrals onto NHS spreadsheet
  • Filing and retrieving of patient records
  • Preparation and printing of format & extraction letters as required
  • Printing x-rays as required
  • Mail out
  • (a) NPA appointment letters using patient records & diary template
  • (b) TWLA appointment letters using patient records & diary template
  • (c) Re-referral appointment letters using patient records & diary template
  • (d) Appropriate literature to new patients.
  • (e) Appropriate literature to existing patients in accordance with practice policy
  • To enter & retrieve patient scheduling data, including recalls, on paper files &/or computer while maintaining confidentiality
  • Periodic auditing and archiving of patient records
  • Updating of DO-IT patient records showing date letters posted, as required
  • Completion of weekly Practice Figures and provide to Practice Principal/Practice Manager/Business Manager via email

Diary:

  • Check diary at end of each day and amend status codes.
  • Contacting failed & cancelled patients via telephone &/or letter as required
  • Enter staff holidays, bank holiday and Christmas dates, Mr Davies working Fridays, laboratory holidays onto the diary.
  • Oversee the diary (check the diary to ensure correct appointments are booked in).

Secretarial:

  • Typing of all letters dictated by the orthodontist, amending and reprinting as required and updating DO-IT patient records showing date letters posted, as required.
  • Photocopying of extraction letters for patient notes.

Financial:

  • To calculate and collect patient charges, record receipts, allocate payments to DO-IT accounts where applicable
  • Setting up of new private patient accounts
  • Sending standing orders to the patient’s bank
  • Write out cheques, as required
  • Update practice price lists as required
  • Collate monies for banking

Stock:

  • Sell sundry healthcare products to patients/staff, giving advice where necessary in accordance with practice policy and with recommendations from clinical staff.
  • Inform head nurse when sundry healthcare products stock is low.
  • Stationery ordering once a month, or as required.

Person Specification

  • The candidate must be an excellent communicator both spoken and written.
  • Must be well presented.
  • Needs to have a pro-active approach.
  • Must have computer skills – will be able to use basic Word, Excel, PowerPoint and e-mail.
  • Must be able to work within policies, processes and procedures including confidentiality and data security.
  • Should be personable, polite and patient and have a relaxed and easy manner with members of the public.
  • Needs to have empathy with patients.
  • Must be adaptable and comfortable dealing with changing priorities and an ever changing work environment.
  • Must be accurate, a team player and have good timekeeping.
  • Needs to be sensitive when dealing with confidential issues.
  • Must be a team player with strong relationship building skills both internally and externally.

Please submit your CV and cover letter by email to [email protected] or call 01206 756210 for more information.

Salary - Dependent upon experience

  • "Before I had my braces on, my teeth were horrendous. Every part of the process is explained to you and they make you feel so comfortable at Colchester Orthodontics."
    Rachel - Patient

  • "My confidence levels have just shot up since I have had my braces off. It is just brilliant here. They have helped me so much."
    Sophie - Patient

  • "At Colchester Ortho it is such a close-knit group of people from the secretaries, to the nurses to the orthodontists themselves such as Mr Davies."
    Ben - Patient

  • "I have no hesitation in recommending Colchester Orthodontic Centre to you for an excellent, professional clinical treatment service"

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Colchester Orthodontic Centre