Dental Administrator / Receptionist
Location: Whitby Mall Dental
Position Type: Full Time
Software Platform: Paradigm
About Us
At Whitby Mall Dental, we are committed to delivering exceptional patient care in a professional, welcoming, and efficient environment. As part of our team, you will play a critical role in shaping the patient experience from the moment they contact our office to the completion of their visit.
Position Summary
The Dental Administrator / Receptionist is the first point of contact for patients and is responsible for managing front desk operations, coordinating schedules, supporting financial and insurance processes, and ensuring compliance with Ontario healthcare standards including privacy and accessibility requirements.
Key Responsibilities
Patient Experience & Front Desk Operations
- Greet and check in patients in a warm, professional manner
- Answer phone calls, emails, and messages promptly and professionally
- Schedule, confirm, and manage patient appointments efficiently
- Manage cancellations, no-shows, and same-day schedule adjustments
- Maintain a clean, organized, and welcoming reception area
- Provide patients with clear information regarding appointments, policies, and next steps
Scheduling & Practice Flow Management
- Optimize the daily schedule to support provider productivity and patient care
- Coordinate hygiene and dentist schedules effectively
- Manage recall systems, unscheduled treatment, and waitlists
- Proactively fill schedule gaps and support daily production goals
Financial & Insurance Coordination
- Verify patient insurance coverage and eligibility
- Submit and track insurance claims accurately and in a timely manner
- Communicate estimated patient portions and payment expectations clearly
- Collect co-payments, balances, and deposits
- Support accounts receivable follow-up and outstanding balance collection
- Reconcile daily financial transactions as required
Patient Records & Compliance
- Maintain accurate and up-to-date patient records
- Document all patient communications appropriately within the system
- Ensure compliance with Ontario privacy, accessibility, and regulatory standards
- Safeguard patient confidentiality at all times
- Ensure proper authorization for release of records
Clinical Support Coordination (Non-Clinical)
- Assist with patient intake and ensure required forms are completed
- Flag missing documentation, alerts, or medical updates
- Communicate effectively with clinical team members regarding schedule and patient needs
- Escalate patient concerns appropriately to providers or management
General Administrative Duties
- Manage incoming and outgoing correspondence
- Maintain office supplies and front desk inventory
- Support office policies and procedures
- Participate in team meetings and contribute to a positive team environment
Software & Systems
Experience with Paradigm is considered an asset.
- Appointment scheduling and management
- Patient record maintenance and documentation
- Insurance claims processing and tracking
- Financial account management and reporting
- Communication logs and patient correspondence
Qualifications & Experience
- Minimum 1–2+ years of dental or healthcare administrative experience preferred
- Experience with dental practice management systems
- Strong understanding of dental insurance processes (asset)
- Excellent communication and customer service skills
- High attention to detail and organizational ability
- Ability to multitask and perform under pressure
Core Competencies
- Patient-focused mindset
- Professionalism and discretion
- Strong problem-solving skills
- Time management and prioritization
- Team collaboration
- Accountability and reliability
What Success Looks Like in This Role
- A well-managed, efficient daily schedule
- Positive patient interactions and experiences
- Accurate financial and insurance processing
- Strong documentation and compliance practices
- Effective communication with both patients and team members
Why Join Whitby Mall Dental?
- Supportive and collaborative team environment
- Opportunities for professional growth and development
- Competitive compensation and benefits
- Modern dental technology and systems
- A culture focused on patient care and team excellence
At Whitby Mall Dental, we balance exceptional patient care with operational excellence. We are looking for team members who are humble, confident, and committed to delivering outstanding experiences every day.
How to Apply
Please submit your resume and a brief cover letter outlining your experience and interest in the role.
