Clinic Operation Executive

Key Roles & Responsibilities

Operations & Reporting

• Prepare daily, weekly, and monthly reports for enquiries, lead sources, appointments, and conversions.
• Track follow-up patients and maintain reports on completed, pending, cancelled, and missed follow-ups.
• Generate management reports and operational dashboards.
• Maintain accurate clinic MIS and patient records.

Quality Monitoring

• Audit incoming and outgoing call recordings.
• Identify errors, process deviations, and compliance issues across departments.
• Prepare staff performance and quality reports.
• Monitor patient experience and recommend operational improvements.

Patient Documentation

• Capture high-quality before-and-after photographs of patients as per clinic protocols and with appropriate consent.
• Organize and maintain patient photographs in structured Google Albums with proper naming and categorization.
• Ensure photo records are securely maintained and easily retrievable.

Marketing Coordination

• Create and schedule WhatsApp marketing campaigns.
• Coordinate with the marketing team for campaign execution.
• Monitor campaign status and maintain execution reports.
• Assist in collecting patient testimonials, reviews, and treatment documentation.



Vendor Coordination

• Coordinate with external vendors for branding, printing, photography, digital marketing, housekeeping, maintenance, and other operational requirements.
• Follow up to ensure timely completion of assigned work.
• Maintain vendor communication records and execution status.

Administrative Support

• Coordinate with reception and clinical staff for smooth day-to-day operations.
• Maintain operational documentation and reports.
• Ensure adherence to clinic SOPs and management instructions.