Front Office Executive

Front Office – Roles, Responsibilities & Monthly Review PointsCutie Pie Aesthetic & Wellness Clinic

1. Patient Reception: Welcome patients professionally, maintain a friendly atmosphere, and guide them throughout their clinic visit.
2. Appointment Management: Schedule, confirm, reschedule, and manage doctor consultations and treatment appointments for both new and existing patients.
3. Patient Registration: Register new patients and update existing patient details accurately in the clinic software.
4. Consultation Billing: Collect the ₹500 consultation fee as applicable, generate bills, issue receipts, and update payment records.
5. Patient Coordination: Coordinate with doctors and nurses regarding patient arrivals, consultation schedules, and treatment room availability.
6. Patient Enquiry Handling: Respond to phone calls, WhatsApp messages, and walk-in enquiries professionally. Arrange consultations for interested patients.
7. Follow-up Coordination: Contact patients regarding upcoming appointments, missed appointments, pending consultations, and scheduled follow-ups.
8. Treatment Enquiry Management: Explain general clinic services and offers accurately. Refer treatment-related questions, suitability, and medical advice to the doctor.
9. Payment & Package Records: Maintain accurate records of treatment packages, advances, balances, instalments, and pending payments.
10. Patient Feedback: Collect patient feedback after consultations and treatments and escalate complaints or concerns to the management.
11. Patient Record Maintenance: Ensure consultation forms, consent forms, bills, and other required documents are properly maintained and filed.
12. Daily Reports: Prepare daily reports covering patient visits, consultations, enquiries, appointments, collections, and pending follow-ups.
13. Doctor Smart & Billing Coordination: Update patient and billing details accurately in the clinic software and coordinate with the concerned team for discrepancies.
14. Clinic Coordination: Communicate daily appointments, cancellations, schedule changes, and important patient updates to the doctor, nurse, and management.
15. Confidentiality: Maintain the privacy of patient information, medical records, contact details, and payment information.
16. Clinic Presentation: Maintain front desk cleanliness, ensure reception materials are organized, and keep the waiting area presentable.
17. Daily Closing Report: Verify daily billing and collections, update pending payments, reconcile records, and submit the closing report to management.
18. Monthly Performance Report: Submit a monthly summary of total patient visits, new enquiries, consultations booked, follow-ups completed, collections, and pending cases.