Receptionist / Personal Assistant

Sara Altamash Dental Clinic

Published Date: • Karachi, Pakistan (On-Site)

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Description

Sara Altamash Dental Clinic is seeking a responsible, polite, and organized Receptionist / Personal Assistant to support the smooth daily operation of its dental clinic. This role serves as the first point of contact for patients and visitors, manages front-desk activities, and provides practical administrative support to the clinic’s leadership. The successful candidate welcomes patients, responds to calls and messages, schedules and confirms appointments, supports billing and payment processes, and maintains accurate patient records. The role also provides personal assistant support for work related to the clinic, including calendar coordination, meeting arrangements, travel planning when required, document preparation, and follow-up on assigned tasks. A calm, respectful manner and an understanding of patient privacy are essential when handling confidential information and responding to people who may be anxious, uncomfortable, or in need of clear guidance.

The clinic welcomes applicants with an intermediate or graduate education level. Strong English and Urdu skills, confidence using a computer, and familiarity with office software and email are required. Previous clinic experience is helpful but is not essential; the clinic is open to candidates who demonstrate reliability, a willingness to learn, care for patients, and a professional approach to daily duties. The position works Monday through Saturday from 9:00 a.m. to 7:00 p.m., with Sunday off. The clinic offers a supportive working environment and compensation based on experience. This is an individual support role and does not include managing a team. The receptionist and personal assistant follows clinic procedures, keeps the front desk organized, communicates clearly with patients and clinic staff, and helps ensure that appointments, records, payments, and administrative tasks are handled accurately and on time.

Responsibilities

• Welcome patients, visitors, and suppliers in a polite, attentive, and professional manner. Create a positive first impression by offering clear directions, explaining the check-in process, and helping each visitor understand the next step in their visit.
• Manage the front desk throughout the workday and maintain an orderly, clean, and welcoming reception area. Keep forms, stationery, patient information materials, and other frequently used items arranged and available. Notify the appropriate clinic contact when supplies are low or the reception area needs attention.
• Register new patients and update existing patient details in the clinic’s records system. Check that required information is complete, enter details accurately, and follow clinic procedures for correcting or updating records. Ask patients for clarification when information is missing rather than making assumptions.
• Book, confirm, reschedule, and cancel appointments using the clinic’s scheduling process. Check the calendar before offering available times, record appointment details correctly, and communicate changes promptly to patients and relevant clinic staff.
• Send appointment reminders and follow up on confirmations using the communication methods approved by the clinic. Record the outcome of each reminder, note requests to change appointments, and make timely updates to the schedule to reduce missed appointments and avoid booking conflicts.
• Coordinate patient check-in and help maintain a steady flow of appointments. Notify the appropriate clinic contact when a patient arrives, communicate expected delays in a respectful way, and avoid making promises about treatment timing or clinical matters that are outside the role.
• Answer incoming telephone calls and respond to messages in a timely, courteous, and clear manner. Identify the purpose of each inquiry, provide approved general information, take accurate messages, and direct clinical questions or urgent concerns to the appropriate clinic contact without offering medical advice.
• Handle patient communication in English and Urdu as needed. Listen carefully, use plain language, confirm important details, and remain calm when responding to questions, concerns, complaints, or appointment changes. Protect patient privacy when speaking in person or by telephone.
• Manage incoming and outgoing email and other approved written correspondence. Review messages regularly, prioritize time-sensitive requests, draft clear replies within the limits of the role, and forward matters that require clinical or management input. Keep communication records in line with clinic procedures.
• Support patient billing and payment activities by preparing or checking invoices, recording payments, issuing receipts where authorized, and explaining routine payment steps. Refer questions about treatment charges, adjustments, or disputed amounts to the appropriate clinic contact. Follow cash-handling and payment-security procedures carefully.
• Keep payment records and supporting documents accurate and organized. Compare information on receipts, invoices, and payment entries, flag differences promptly, and avoid changing financial records without approval. Assist with routine expense reporting and invoice processing when assigned.
• Maintain patient files and clinic documents in an orderly and secure manner. File paper records in the correct location, organize electronic documents using approved naming and storage practices, and retrieve records only for legitimate work purposes. Follow clinic policies for access, retention, and disposal.
• Protect confidential patient, financial, and business information. Share information only with authorized people and only when needed for clinic work. Keep screens, documents, and conversations away from public view, secure records when unattended, and report suspected loss, misdirection, or unauthorized access promptly.
• Provide personal assistant support for clinic-related work by organizing calendars, arranging appointments, preparing documents, coordinating meetings, and keeping track of assigned follow-ups. Confirm the purpose, timing, and location of each commitment, make schedule changes accurately, and communicate updates to the people involved.
• Manage calendar entries using the clinic’s approved calendar tools. Check for conflicts, allow appropriate time between commitments, include useful notes and preparation details, and maintain an accurate record of confirmed, pending, and rescheduled appointments. Seek clarification before moving important commitments.
• Arrange clinic-related meetings and events by confirming availability, reserving a suitable room, preparing materials, and coordinating basic refreshments or visitor arrangements when needed. Share joining or location details with participants and ensure the space is ready before the meeting begins.
• Prepare travel itineraries and coordinate travel arrangements when requested for clinic-related work. Confirm dates, locations, bookings, and required documents, keep itinerary details organized, and promptly share any changes with the appropriate clinic contact. Do not make unapproved bookings or commitments.
• Prepare, format, proofread, and organize routine letters, forms, reports, lists, and other administrative documents. Use clear language, check names, dates, figures, and formatting, and submit documents for review when approval is required. Keep current versions easy to identify and avoid distributing drafts as final documents.
• Support the clinic’s day-to-day administrative and purchasing workflows. Help prepare purchase requests, track approvals, record received supplies, and organize delivery documents. Match purchase orders with invoices and receiving information when assigned, and raise shortages, damaged items, or discrepancies for review.
• Monitor front-office supplies and report items that need replenishment. Keep a simple record of stock levels or requests when required, follow the clinic’s purchasing process, and avoid ordering goods or services without the required authorization.
• Use office software, email, scheduling tools, patient record systems, and other approved applications to complete daily work. Enter information carefully, save documents in the correct place, follow access controls, and ask for guidance before using unfamiliar systems or changing established records.
• Maintain accurate task lists and track requests through to completion. Record deadlines, identify tasks that depend on information or approval, and follow up respectfully when a response is needed. Tell the appropriate clinic contact about delays or obstacles early enough for the work to be reassigned or adjusted.
• Coordinate with clinic staff on appointment timing, patient arrivals, room readiness, and administrative needs. Share relevant information promptly and accurately while respecting privacy and role boundaries. Confirm instructions when they are unclear and avoid passing on unverified information.
• Respond to patient concerns with patience and respect. Listen without interrupting, acknowledge the concern, gather the essential details, and explain what action will follow. Refer complaints, clinical questions, urgent situations, or requests for exceptions to the appropriate person and document the interaction when required.
• Help maintain visitor safety and front-office access procedures. Follow clinic rules for visitor registration, appointment checks, meeting-room coordination, and access to non-public areas. Contact the appropriate clinic staff member if a visitor’s identity, purpose, or access request is unclear.
• Keep reception and administrative work accurate during busy periods by organizing tasks according to urgency and importance. Complete time-sensitive patient and scheduling matters first, while ensuring that records, payment entries, and messages are not left incomplete or handled carelessly.
• Follow clinic policies, work schedules, and instructions consistently. Arrive prepared for the scheduled shift, keep the appropriate clinic contact informed about attendance matters, and hand over pending work clearly when the workday ends or responsibilities are transferred.
• Learn the clinic’s services, procedures, appointment types, and administrative rules sufficiently to provide accurate routine information. Do not diagnose, recommend treatment, or interpret clinical findings. Direct medical questions to a qualified clinical professional.
• Maintain professional conduct in person, by telephone, and in written communication. Use respectful language, dress appropriately for the clinic environment, treat all patients fairly, and remain discreet when discussing sensitive matters.
• Review appointment schedules, messages, payment records, and assigned administrative tasks regularly to identify missing information or inconsistencies. Correct routine errors according to clinic procedures and bring issues requiring approval or clinical judgment to the appropriate person.
• Support a reliable patient experience by making instructions easy to understand, confirming essential appointment details, and helping patients know where to go or whom to contact. Offer assistance within the scope of the role and seek help when a request is outside that scope.
• Complete other reasonable reception and clinic-related administrative duties as assigned, while following privacy, safety, and financial procedures. Ask for clear instructions when the task, deadline, or approval process is uncertain, and provide a timely update when the work is complete.

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