Front Desk Administrator

Job Description (JD) – Front Desk Executive

Company: La Densitae Clinic Ltd.
Department: Front Office / Clinic Operations
Job Title: Front Desk Administrator
Location: Panvel, Maharashtra
Employment Type: Full-Time
Reporting To: Branch Manager / Clinic Manager

About La Densitae

La Densitae Clinic Ltd. is a specialized hair restoration and hair-loss treatment organization committed to delivering quality patient care and a professional healthcare experience. We are looking for a courteous, organized, and patient-focused Front Desk Executive to manage front-office operations and ensure a smooth experience for patients and visitors.

Job Summary

The Front Desk Executive will serve as the first point of contact for patients, visitors, and callers at the clinic. The role involves patient reception, appointment scheduling, handling inquiries, maintaining records, coordinating with internal teams, and supporting daily clinic operations while ensuring excellent customer service.

Roles and Responsibilities

• Front Desk Management
• Welcome patients and visitors professionally and ensure a positive first impression.
• Manage patient registration, check-ins, and appointment confirmations.
• Handle incoming calls, emails, and general inquiries efficiently.
• Maintain a professional, organized, and welcoming reception area.
• Appointment & Patient Coordination
• Schedule, reschedule, and confirm patient appointments.
• Coordinate with doctors, consultants, and clinic staff to manage patient flow.
• Inform patients about appointment timings and provide necessary pre-visit information.
• Follow up with patients regarding appointments and pending visits, as required.
• Patient Service & Communication
• Address patient queries politely and direct medical questions to the appropriate healthcare professional.
• Ensure a smooth and comfortable patient experience throughout the clinic visit.
• Handle patient concerns professionally and escalate complaints to the Branch Manager when necessary.
• Maintain confidentiality of patient information and clinic records.
• Documentation & Record Management
• Maintain accurate patient details, appointment records, and visit registers.
• Update patient information in the clinic's software or CRM system.
• Manage documentation, forms, and other front-office records.
• Ensure proper handling and storage of confidential patient documents.
• Coordination & Administrative Support
• Coordinate with the sales, consultation, medical, and operations teams.
• Support the Branch Manager with daily administrative activities and reports.
• Assist with billing coordination and payment documentation, wherever required.
• Monitor appointment schedules and help minimize waiting times.
• Follow company policies, standard operating procedures, and service-quality standards.

Required Qualifications

• Graduate in any discipline; candidates with a background in Hospital Administration, Healthcare Management, or Business Administration will be preferred.
• 0–3 years of experience in front desk operations, reception, customer service, or healthcare administration.
• Experience in a clinic, hospital, diagnostic center, or other healthcare facility will be an added advantage.
• Freshers with strong communication and customer-handling skills may also apply.

Required Skills

• Excellent verbal communication and interpersonal skills.
• Professional, polite, and patient-focused approach.
• Basic computer proficiency, including MS Office, email, and data entry.
• Good organizational skills and attention to detail.
• Ability to multitask and manage appointments efficiently.
• Strong coordination, problem-solving, and customer-service skills.
• Ability to handle confidential information responsibly.
• Fluency in English, Hindi, and Marathi will be preferred.

Working Conditions

• Work from the Thane clinic.
• Six-day working week with one weekly off, as per clinic schedule.
• Working hours will be as per clinic timings.
• The candidate must be comfortable working in a patient-facing healthcare environment.

Key Performance Indicators (KPIs)

• Patient satisfaction and quality of front-desk service.
• Accuracy of patient records and appointment scheduling.
• Timely handling of calls and patient inquiries.
• Effective coordination with doctors and clinic teams.
• Reduction in appointment-related errors and patient waiting time.
• Compliance with clinic policies and documentation standards.

Ideal Candidate Profile

We are looking for a well-groomed, approachable, and service-oriented individual who can manage front-desk responsibilities efficiently, communicate confidently with patients, and contribute to the smooth functioning of clinic operations.

Pay: ₹15,000.00 - ₹20,000.00 per month

Work Location: In person