Lead Dental Receptionist

Lead Dental Receptionist

Location: Downtown Vancouver
Position Type: Full-time
Hours: 8:30 AM - 5:30 PM
Salary Range: $38-$44 per hour, or equivalent annual salary

Who We Are

We are an upscale multi-specialty dental practice with a passion for delivering five-star service. Our culture is built on excellence, loyalty, and innovation. Our team is dedicated to helping patients feel valued and cared for every step of the way.

The Role

The Lead Receptionist oversees the administrative operations of the front desk, ensuring exceptional patient experiences, optimized scheduling, and booking performance. This role performs all receptionist duties while also leading the administrative team, completing audits, and driving continuous improvement in scheduling and communication strategies.

Key Responsibilities

Patient Communication & Scheduling

• Welcome new patient inquiries and guide them through scheduling appointments via phone and email
• Answer incoming phone calls and respond to voicemails, emails, and contact leads in a timely manner
• Manage referrals from other dental offices with priority attention
• Build rapport and establish trust through professional, friendly communication
• Optimize new patient booking rates and lead conversions

Schedule Management & Optimization

• Coordinate and manage the practice schedule ensuring schedule productivity across multiple specialists
• Ensure efficient appointment flow while minimizing gaps and disruptions
• Maintain accurate records of all patient interactions and schedule changes

Administrative Support

• Process insurance claims (pre-authorizations and claim submissions) and handle insurance mail and patient inquiries regarding coverage (we are non-assignment)
• Draft, send, and upload treatment consents and doctor letters
• Manage emails — responding and filing appropriately
• Collaborate with clinical team to ensure smooth patient flow

‘Lead' Responsibilities

• Delegate tasks and coordination with receptionist team 
• Measure and track KPIs
• Optimize scripts and communication strategy
• Lead Weekly Admin Meeting with team

Qualifications

• Minimum of 2 years' experience in a dental practice or high-end hospitality/sales environment
• Demonstrated success in patient scheduling, practice coordination, and lead conversions
• Exceptional interpersonal, written, and verbal communication skills
• Tech-savvy, comfortable working with google sheets or excel, gmail, google drive, or similar
• Track record of reliability and consistent performance
• Proven ability to handle multiple priorities while maintaining quality
• Outstanding proficiency in English
• Nice to have: Experience using Curve Dental practice management software

Ideal Candidate Qualities

• Organized professional who can identify patterns and implement improvements
• Confident and articulate communicator who can represent our premium brand
• Detail-oriented with excellent follow-through capabilities
• Team player who contributes to a culture of excellence
• Comfortable working in a fast-paced, high-performance environment

Technical Skills

• Familiarity with dental software is an advantage but not required (e.g., Curve, Weave, Clover)
• Proficiency in or willingness to learn Google Workspace (Gmail, Google Drive)
• Experience with or openness to learn project management tools (e.g., Asana)
• Willingness to adapt to new technologies and software as needed (e.g., AI tools)

Benefits

• Competitive hourly rate with additional performance and target-based bonus opportunities
• Health Spending Account
• Lifestyle Spending Account
• Group RRSP with employer match
• Complimentary dental care at Transcend
• Branded uniform allowance
• Covered parking
• Comprehensive training and onboarding program
• Ongoing professional development
• Tenure-based growth — benefits, RRSP match, and time off increase with tenure

Additional Information:

• Single location practice in Downtown Vancouver
• Start date: As soon as the right candidate is found

Our Ideal Candidate

You are a self-starter, problem-solver, and outstanding communicator. You thrive in a fast-paced, upscale environment and love helping patients feel welcome and confident in their treatment decisions. You take pride in your work, are open to coaching, and always look for ways to exceed expectations.

We're looking for someone who embodies excellence, warmth, professionalism, and helpfulness in all communications, responds promptly, and supports teammates while contributing to a positive team environment.