POSITION SUMMARY
We are seeking an organized, personable, and skilled Office Manager/Front Desk Receptionist to join Paisley Dental Brantford. This is a hybrid role combining front desk reception duties with office management responsibilities. The ideal candidate will be the first point of contact for our patients, ensuring exceptional customer service while also managing the administrative operations of the practice. Occasional travel to our Guelph location will be required.
KEY RESPONSIBILITIES
FRONT DESK & PATIENT RELATIONS (60%)
Patient Management:
Greet patients warmly and professionally upon arrival
Answer phone calls, emails, and inquiries promptly and courteously
Schedule, confirm, and manage patient appointments using dental practice software
Send appointment reminders via phone, text, or email
Handle patient check-in and check-out procedures
Manage patient flow to minimize wait times
Address patient concerns and complaints with empathy and professionalism
Maintain patient confidentiality at all times
Administrative Reception:
Maintain organized and welcoming reception area
Process patient forms and update records accurately
Verify and update patient insurance information
Collect payments and process billing transactions
Issue receipts and manage cash drawer reconciliation
Coordinate with dental team regarding patient needs and schedules
OFFICE MANAGEMENT (20%)
Practice Operations:
Oversee daily office operations to ensure smooth workflow
Manage office supplies inventory and place orders as needed
Coordinate maintenance and repairs with vendors
Manage appointment scheduling for multiple providers
Optimize scheduling to maximize productivity and minimize gaps
Monitor and respond to practice email accounts
Handle correspondence and communications
Financial Administration:
Process patient billing and insurance claims submission
Follow up on outstanding accounts receivable
Reconcile daily financial transactions
Assist with monthly financial reporting
Manage petty cash and banking deposits
Process staff timesheets (if applicable)
Team Coordination:
Act as liaison between dentists, hygienists, and dental assistants
Communicate schedule changes and updates to clinical team
Coordinate staff coverage and schedule adjustments
Support onboarding of new staff members
Maintain positive and collaborative team environment
Compliance & Records:
Maintain accurate and organized patient files (digital and physical)
Ensure compliance with privacy regulations (PHIPA/HIPAA)
Maintain confidentiality of all patient and practice information
Update office policies and procedures as needed
Ensure office meets health and safety standards
MULTI-LOCATION SUPPORT (20%)
Guelph Location:
Travel to Guelph location as needed (once a week or as required)
Provide administrative support and coverage
Ensure consistency in processes between locations
Transport documents and materials between offices as needed
Assist with special projects or events at secondary location
REQUIRED QUALIFICATIONS
Education:
High School Diploma or equivalent (required)
Post-secondary diploma/certificate in Office Administration, Business, or Dental Assistant (preferred)
Dental office management certification or training (asset)
Experience:
Minimum 2 years experience in dental office administration or similar healthcare setting
Preferred 3-5 years for higher salary range
Experience with dental practice management software (e.g., Dentrix, ABELDent)
Demonstrated experience in customer service and patient relations
Experience with insurance billing and claims processing (asset)
Core Competencies:
Outstanding customer service skills - warm, professional, patient-focused
Exceptional organizational abilities - manage multiple priorities efficiently
Strong communication skills - verbal and written
Attention to detail - accuracy in scheduling, billing, and documentation
Problem-solving aptitude - handle issues calmly and effectively
Team player - collaborative and supportive
Discretion and professionalism - handle sensitive information appropriately
Adaptability - flexible and able to adjust to changing priorities
COMPENSATION & BENEFITS PACKAGE
Base Salary: $56,000 - $62,000 per year
Benefits Package (Full-time):
Paid Vacation: 2 weeks annually
Statutory Holidays: All Ontario statutory holidays paid
Professional Development: Budget for courses and certifications
Employee Dental Care: Discounted or complimentary dental services
RRSP Contributions: Potential employer matching (after 1 year)
Performance Bonuses: Based on practice goals and individual performance
ABOUT PAISLEY DENTAL
Welcome to Paisley Dental, where compassionate dental care meets cutting-edge technology in an eco-friendly environment. We are more than just a dental office; we are a community that values your oral health and the well-being of our planet.
EQUAL OPPORTUNITY EMPLOYER
Paisley Dental is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Job Type: Full-time
Pay: $27.00-$30.00 per hour
Expected hours: 40 per week
Benefits:
- Dental care
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
Work Location: In person
