Job Description

1. Patient allocation and records management. Receive and process patient referrals and interests from all channels (SMILE Clinic website, NUCOHS, polyclinics, PG/NUP and student ISeeU submissions); enter and maintain accurate patient records in the UG Database; match patients to students according to priority rules (retained, Year 4, Year 3, and Endo/paediatric-sibling considerations); prepare and issue Patient Assignment Forms; and distribute patient folders to student cubby holes.
2. Screening, treatment tracking and discharge processing. Update the UG Database from scanned ISeeU forms; file cases assessed as unsuitable; process patient transfers, reassignments and recalls; and complete the discharge workflow — updating patient status, sorting and retaining required forms, passing folders for scanning, and archiving. These are the highest-volume, manual-entry tasks in the office.
3. Specialty and recruitment clinics. Support the Special Care Clinic (SCC) — scheduling, liaising with social service organisations, preparing folders, assisting patient registration and recording student grades; and support the ISeeU and GPM/PDC recruitment clinics — sourcing patients from the waitlist, coordinating with PSA/DSA, and processing outcomes.
4. Emergency case coordination. Assess and route urgent patient requests during term and term breaks, including liaising on Dentist On-Call approvals and 7th-chair/discipline-crossover activations.
5. Onboarding, offboarding and annual cycle tasks. Prepare Year 1/Year 2 student materials (name stamps, chair tags, folders, labels); facilitate ITC and EPIC orientation; set up and clear cubby holes; manage patient handover at end of Year 4; and support retained (Year 5) students.
6. Procurement and operational support. Raise purchase requisitions on Smartbuy for non-chemical clinic materials and consumables, source quotations, and confirm goods receipt.
7. Front-desk and student support. Attend (support role) to daily in-person student enquiries at the DRO Level 8 office (allocation, folder status, appointment and paperwork queries), and investigate/follow up cases where school-allocated patients are not actioned by students.

Qualifications

• Diploma or equivalent with relevant administrative experience, preferably in a healthcare, clinical or education setting
• Strong organisational skills and meticulous attention to detail for high-volume manual data entry
• Proficiency in MS Excel and Word
• Good interpersonal and communication skills for liaising with students, patients, dentists and external organisations
• Ability to work independently and manage competing deadlines during peak intake periods.