Front Office Associate

Position: Front Office Associate

Job Summary:
The Front Office Associate is responsible for managing the reception and front-office operations of the clinic, ensuring a professional, welcoming, and efficient experience for patients and visitors. The role involves patient coordination, appointment scheduling, communication, billing support, documentation, and coordination with physiotherapists and the management team.

Key Responsibilities:

• Greet and welcome patients and visitors in a professional and courteous manner.
• Manage patient appointments, scheduling, rescheduling, and cancellations.
• Handle incoming and outgoing calls, WhatsApp messages, emails, and other patient inquiries.
• Register new patients and maintain accurate patient information and records.
• Explain clinic services, treatment procedures, packages, and applicable charges to patients.
• Coordinate patient flow and ensure smooth communication between patients, physiotherapists, and other staff.
• Manage billing, payment collection, receipts, and basic daily cash/transaction records.
• Follow up with patients regarding appointments, treatment schedules, pending payments, and feedback.
• Maintain confidentiality of patient information and comply with clinic policies and SOPs.
• Ensure the reception and front-office area is clean, organized, and presentable.
• Maintain appointment registers, daily reports, attendance records, and other administrative documentation.
• Support patient feedback collection and escalate complaints or concerns to the appropriate management personnel.
• Coordinate with the clinical team to minimize waiting time and ensure a smooth patient experience.
• Assist management with routine administrative and front-office tasks.
• Promote a positive, patient-friendly environment and uphold the professional standards of the clinic.

Qualifications:

• Bachelor's degree or equivalent qualification in any relevant discipline.
• Previous experience in front office, reception, healthcare administration, customer service, or a similar role is preferred.
• Basic computer knowledge and proficiency in MS Office/Google Workspace.
• Good spoken and written communication skills.
• Ability to communicate professionally with patients, caregivers, staff, and management.

Preferred Skills:

• Prior experience in a clinic, hospital, physiotherapy centre, wellness centre, or healthcare facility.
• Knowledge of appointment scheduling and patient management systems.
• Basic understanding of billing, payment collection, and daily reporting.
• Good telephone and WhatsApp communication skills.
• Ability to handle multiple tasks in a busy clinical environment.
• Familiarity with Google Forms, Google Sheets, Excel, and other digital administrative tools.

Key Competencies:

• Patient-centered service
• Excellent communication
• Customer service orientation
• Professionalism and courtesy
• Appointment and time management
• Attention to detail
• Organizational skills
• Teamwork and coordination
• Problem-solving ability
• Confidentiality and professional ethics
• Adaptability and willingness to learn
• Ability to work under pressure

Pay: ₹18,000.00 - ₹25,000.00 per month

Benefits:

• Leave encashment
• Paid time off

Ability to commute/relocate:

• Valasaravakkam, Chennai, Tamil Nadu: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Front desk: 1 year (Required)

Language:

• English (Preferred)

Location:

• Valasaravakkam, Chennai, Tamil Nadu (Preferred)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person