Front Office Executive

Key Responsibilities

• Welcome patients, parents, visitors, and vendors politely and professionally.
• Handle patient registration, appointment booking, rescheduling, follow-up appointments, and daily slot management.
• Coordinate with therapists, doctors, accounts, and other internal departments to ensure smooth patient flow.
• Manage billing activities, including invoice generation, payment collection, receipts, and basic billing records.
• Answer telephone calls, WhatsApp messages, and email enquiries promptly and professionally.
• Communicate appointment schedules, therapy timings, billing details, and centre procedures clearly to parents and patients.
• Maintain patient records, front-office registers, appointment trackers, and documentation with accuracy and confidentiality.
• Handle basic patient or parent concerns at the front desk and escalate unresolved issues to the concerned department or reporting manager.
• Maintain the reception area, waiting area, and front-office displays in a clean, organized, and presentable condition.
• Manage couriers, incoming/outgoing documents, office supplies, and general administrative support.
• Support HR and Operations with attendance coordination, visitor management, and other assigned administrative tasks.
• Ensure adherence to organisational policies, patient confidentiality, and professional conduct at all times.

Eligibility Criteria

• Any graduate from a recognized institution.
• Minimum 1–2 years of experience in front office, reception, hospital, clinic, rehabilitation centre, or healthcare administration.
• Basic knowledge of billing systems, appointment management, MS Excel, Word, and communication tools.
• Good command of English; Tamil communication skills preferred for parent/patient interaction.

Required Skills

• Excellent verbal and written communication skills.
• Pleasant personality, patience, empathy, and customer-service orientation.
• Strong coordination, multitasking, and time-management skills.
• Accuracy in billing, documentation, and record keeping.
• Ability to handle parents, patients, and visitors professionally.
• Basic problem-solving and escalation skills.

Key Performance Indicators

• Timely and accurate appointment scheduling and slot management.
• Accuracy of billing entries, receipts, and payment records.
• Prompt response to calls, WhatsApp messages, and walk-in enquiries.
• Proper maintenance and confidentiality of patient/front-office records.
• Positive patient and parent feedback regarding front-office service.
• Smooth coordination with therapists, doctors, accounts, and operations teams.