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You are the first person the patient sees on the way in, and the first voice they hear on the telephone. You run reception, the diaries and the communication with the dentists who refer their patients to us.
Reception is more than a desk: it holds the schedule for the clinical day together, absorbs the unexpected and connects patients, practitioners and the clinics that refer to us.
You work at one site, but you also take calls for the others — our five clinics share a single telephone system.
Your responsibilities
Reception and telephone
Welcome patients on arrival and register their attendance.
Take and handle calls for your own site and for the other clinics.
Book appointments according to each practitioner’s schedule.
Handle requests received online, through the Doctena diary and our various e-mail addresses.
Handle missed appointments and follow-up reminders: call back, produce the letters, rebook.
Cancel and rebook appointments when a practitioner is away.
Keep the waiting room and the reception area in order.
The clinical day
Send the day’s team and the practitioners the information for the day ahead.
Follow the flow of patients through the day and flag delays before they build up.
Manage the till and day-to-day invoicing.
Print prescriptions and hand documents over in person.
Handle incoming and outgoing post, and the filing of records.
Open and close reception.
Help position a patient for an X-ray, supporting the dental assistants.
Referring dentists
Prepare and send, as instructed by the practitioner, the clinical reports and the imaging to the dentists who referred their patients to us.
Maintain the telephone and paperwork follow-up with these fellow practitioners.
Send extraction requests together with the X-rays, and agree appointments with the partner practitioner.
Confidentiality and data protection
Check that the medical history form is accurate and complete before passing it to the practitioner.
Apply the visitor procedure: register, badge, access control.
Lock your workstation whenever you leave it, and leave no document visible on the desk.
Remove any printed document from the photocopier immediately.
Speak to the patient discreetly, and see them somewhere private when the situation calls for it.
Use the secure channel for any transfer of personal data to the patient.
Quality
Encourage patients to give their feedback through our satisfaction tools.
Report risks and anything that goes wrong, and take part in corrective action.
Know and apply the procedures specific to reception — the clinic is ISO 9001:2015 certified.
The profile we are looking for
What is expected
Some first experience in reception, medical administration or customer service.
Fluent French, and at least a second language among Luxembourgish, German, English and Portuguese.
The ability to run several things at once without dropping any: telephone, desk and schedule all move together.
Tact and firmness: keeping to a schedule means knowing how to say no, pleasantly.
Confidence with computer tools and the online diary.
What counts as a plus
Knowledge of Orthotrac, Medicus or Doctena.
Experience in a dental or medical clinic.
An appetite for coordination: the role can develop into responsibility for the reception area.
None of these points rules you out. An application that ticks none of them but speaks to us will be read with the same attention.
The tools of the role
OrthotracMedicusDoctenaMulti-site telephone system
Don’t know them all? That is normal: you learn them here, during your induction.
What we offer
Working at Becker & Associés
Continuing training
30 hours a year funded, conferences and certifications (Invisalign, microscope).
A multilingual team
An FR/EN/DE/LU/PT environment, supportive and well organised.
Clinical facilities
State-of-the-art equipment: Cone Beam, operating microscope, digital workflow.
Progression
A growing group, with genuine career prospects.
5 clinics
Mobility is possible between our sites in Luxembourg.
Working environment
Modern, accessible clinics, at the heart of Luxembourg.
One last step
Apply: Receptionist — patient reception
A phone interview within a week, then a meeting at the clinic. You will always know where your application stands.
The Cone Beam (CBCT), the panoramic X-ray and the lateral cephalogram involve radiation. They are carried out by referral only, from a dentist or a doctor, who defines the area to be examined.
End of this route
This examination can only be carried out by referral.
Speak to your regular dentist or your doctor: they decide whether an imaging examination is needed, which one, and on which area. They will then give you a referral.
