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The successful Dental administrator will also be highly organized, dependable, have a keen
attention to detail, and be adaptable to change. They must have the ability and desire to provide
exceptional customer service as well as show professionalism and competence in both oral and
written communication. They will thrive in a team-based environment and have a genuine care
for their patients and co-workers.

The administrative staff is responsible for the clerical duties and day to day operations of the
practice, while the clinical team delivers patient treatment and care. Depending on the size of the
office and the way duties are allocated, a dental practice may employ one or more administrative
members. Larger offices usually contain a front-end team, with each member holding a different
role. Whereas, a smaller clinic may use only one administrator who is solely responsible for a
variety of roles.
For example, in a smaller practice an individual administrator may act as the recall
coordinator, office manager, and receptionist, whereas a larger practice may have separate
employees for each role.

As an entry-level administrator, many of your duties will likely fall under the role of a
receptionist, with greater responsibility added as you gain knowledge and experience. The
opportunities available to the dental administrator are endless, and through industry experience,
entry-level administration staff often move into more advanced positions throughout their career.

Administrative Roles by Title

The following provides a general overview of a dental administrator’s duties. Individual
administrative personnel may fill one or more of the following roles.

RECEPTIONIST
(HANDLES DAY-TO-DAY OPERATIONS)
• Greet patients and have them complete any necessary paperwork
• Manage incoming and outgoing calls
• Track and follow-up on insurance estimates (predeterminations)
• Manage incoming and outgoing mail
• Maintain accurate patient records (paper and digital)
• Discuss treatment and financial options with patients
• Manage the daily schedule in a productive manner
• Manage financial and billing processes
• Order office supplies
• Pull and file patient charts
• Perform day end procedures and prepare bank deposit
• Assist with collection calls
• Written communication including patient letters, referrals, and emails

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