Dental Practice Manager & Treatment Plan Coordinator, Johannesburg

Dental Treatment Plan Coordinator & Practice Manager, Johannesburg

Our client, a Dental Surgery based in Johannesburg, is seeking to recruit an exceptional Treatment Plan Coordinator with strong managerial capabilities to join their high-end dental practice. This role blends precision, warmth, and leadership ideal for someone who thrives in both the clinical coordination and front-office space but also has the skills to lead systems and people.

The successful candidate will play a vital role in overseeing the patient journey from first contact through treatment planning, while also taking on key leadership responsibilities that support the smooth running of the practice.

Duties & Responsibilities:

Reception Duties

• Welcome patients with warmth and professionalism
• Handle all phone, email, and in-person enquiries confidently
• Schedule appointments, confirm bookings, and manage daily recall systems
• Ensure front-desk workflows run efficiently and on time
• POS (Point of Sale): Process transactions accurately and manage invoices and patient accounts
• Maintain daily front-desk logs, track patient communication, and handle documentation
• Liaise with external labs, couriers, and suppliers
• Oversee completion of digital forms, consents, and medical history updates
• Ensure all patient communication is aligned with treatment progress and next steps

Treatment Plan Coordination

• Discuss treatment plans clearly and confidently with patients
• Send accurate treatment estimates and track patient responses
• Coordinate scheduling and follow-up of complex treatment plans
• Act as the patients main point of contact throughout the journey
• Collaborate with clinicians to ensure clarity between clinical notes and patient discussions
• Translate clinical procedures into simple, digestible information for patients
• Ensure nothing is missed from financial estimates to follow-up care
• Possess strong clinical understanding of full-mouth rehabilitation, theatre cases, implants, and other comprehensive treatments
• Ensure coordination around theatre scheduling, treatment phases, and relevant support for high-value treatment cases
• Maintain proactive, ongoing communication with dental labs to ensure accurate lab lists are submitted, timelines are tracked, and cases are returned, delivered, and finalized without delay
• Ensure seamless internal coordination by logging lab case updates, communicating progress with the team, and confirming all items are reviewed and signed off by the treating dentist

Equipment & Supplies

• Monitor stock levels and coordinate the procurement and timely delivery of all clinical supplies
• Communicate with suppliers and track product usage for accurate reordering
• Ensure surgery rooms and sterilisation areas are fully equipped and operational
• Flag low stock or technical issues before they impact clinical flow
• Assist in onboarding of new equipment or tools, ensuring team members are updated
• Be proactive in sourcing and comparing quotes, ensuring the best value is achieved
• Cross-check emails, previous orders, and alternative suppliers to avoid overpaying or receiving incorrect items
• Keep updated with alternatives or newer versions of supplies and communicate with suppliers accordingly

Practice Manager duties

• Support the team, maintain systems, and act as a hub between clinical and admin operations.
• Lead by example in communication, accountability, and professionalism
• Train and support new team members and help integrate them into the practice culture
• Ensure SOPs and workflow protocols are followed consistently
• Help build and maintain detailed systems manuals and operational processes
• Identify operational inefficiencies and provide timely, workable solutions
• Act as a key point of contact between the front desk and clinical team
• Ensure information from treatments is accurately relayed to the front, particularly for lab slips and case handovers
• Oversee same-day and next-day case breakdowns, huddles, and pre-op discussions
• Ensure nothing is missed for lab handovers, including items like stents, scans, or shade requests
• Help facilitate or flag real-time case discussions, especially for urgent orders or multidisciplinary cases
• Support team camaraderie, internal communication, and performance check-ins
• Liaise with the principal dentist on team updates, planning, and practice-wide decisions

Qualification & Requirements:

• Minimum 3 years of experience in a dental practice
• Previous experience in a private or boutique practice is ideal
• Deep understanding of the patient journey in clinical dentistry
• Knowledge of common dental procedures and ability to discuss them clearly with patients
• Proficient with dental software systems and digital forms
• POS, invoicing, recall management, and reporting knowledge
• Comfortable navigating CRMs, cloud drives, and basic tech tools
• High attention to detail in all forms of documentation and communication
• Strong command of Microsoft Office Suite especially Word, Excel, and PowerPoint for patient summaries, treatment tracking, and internal communication
• Ability to work with shared drives and cloud-based systems for storing treatment plans, SOPs, and lab documents
• Competence in navigating and updating internal logs, task trackers, and shared timelines for lab and equipment coordination
• Confident with file conversions, digital form editing, and cross-platform communication tools (e.g., Outlook, WhatsApp Web, Gmail integrations)

Skills & Attributes:

• Warm, clear, and professional in every interaction
• Solutions-oriented and calm under pressure
• Strong organisational and multitasking ability
• Proactive, team-first mindset with a focus on high standards
• Reliable, punctual, and highly dependable

Working hours:

• Monday to Friday, 08h00 - 17h00
• Saturdays 08h00 - 12h30

Appointment:

ASAP

Only candidates who meet all the minimum requirements stipulated in the advert, will be considered. If you do not hear from us within two weeks of your application, please consider your application as unsuccessful.