Dental Accounts Clerk Employment Contract UK

Responsibilities reflected in the contract

• Raise invoices from authorised treatment information.
• Post payments and reconcile assigned accounts.
• Administer approved payment-plan records.
• Investigate discrepancies without changing source evidence.
• Protect patient and financial information.
• Escalate arrears, refunds and suspected fraud.

A realistic working scenario

The clerk may raise an invoice from authorised treatment information, allocate a payment, investigate a mismatch and refer a disputed charge to the practice manager or clinician. Access to clinical detail should be limited to what billing work requires.

Outputs to agree

• accurate invoices, receipts and account allocations
• timely reconciliation and follow-up of discrepancies
• clear, respectful handling of patient billing queries

Records and evidence

• Invoices, receipts and payment allocations.
• Account reconciliations and variance notes.
• Refund, write-off and approval evidence.
• Patient billing communications and query logs.
• Work records.
• Handover notes.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• State any limit for adjustments, refunds, payment plans or debt action and identify who approves changes. The clerk should not interpret treatment, alter a clinician's charge or disclose unnecessary patient information.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Finance software.
• Payroll systems.
• Banking portals.

Workplace context

• Practice reception, clinical administration areas and approved patient-facing areas.

Training and certification

• Complete employer-required safeguarding training.
• Complete employer-required health and safety training.

Contract priorities

• patient and payment-data confidentiality
• cash, card and reconciliation controls
• refund, debt and adjustment authority
• system access, audit trail and segregation of duties

Information the employer should prepare

• the practices and accounts covered
• the billing and payment systems
• the refund and write-off authority
• the cash and reconciliation controls
• the credit-control communication limits
• the patient-data access permissions