Front Desk Administrator

Clinic Operations Executive

Job Summary:

The Operations Executive is responsible for overseeing the day-to-day administrative and operational functions of the physiotherapy clinic. This role ensures smooth clinic operations, efficient patient flow, staff coordination, and high-quality service delivery. The ideal candidate is organized, proactive, and capable of managing multiple responsibilities including patient scheduling, inventory management, and data oversight.

Key Responsibilities:

1. Clinic Operations Management

• Oversee daily clinic activities to ensure efficient and smooth functioning 
• Coordinate between physiotherapists, front desk staff, and management 
• Ensure compliance with clinic policies, procedures, and hygiene standards 

2. Patient Scheduling & Coordination

• Manage appointment scheduling to optimize therapist availability 
• Handle patient inquiries, bookings, rescheduling, and cancellations 
• Ensure minimal waiting time and smooth patient flow 

3. Patient Engagement & Cold Calling

• Conduct cold calls and follow-ups to generate new patient leads 
• Maintain relationships with existing patients for repeat visits 
• Handle patient feedback and improve service experience 

4. Inventory & Stock Management

• Monitor and maintain clinic inventory (equipment, supplies, consumables) 
• Conduct regular stock checks and place orders as needed 
• Ensure proper usage and storage of clinic resources 

5. Data Management & Reporting

• Maintain accurate records of patient data, billing, and treatment history 
• Manage clinic databases and ensure data confidentiality 
• Generate regular reports on clinic performance, patient flow, and revenue 

6. Staff Attendance & Leave Management

• Track staff attendance, working hours, and leave records 
• Coordinate shift schedules to ensure adequate coverage 
• Address staffing issues and communicate with HR if needed 

7. Administrative & Financial Oversight

• Assist with billing, invoicing, and payment tracking 
• Monitor daily collections and expenses 
• Support management in budgeting and cost control 

Required Skills & Qualifications:

• Bachelor’s degree in Healthcare Administration, Business Administration, or related field 
• Proven experience in operations or clinic management (preferably in healthcare) 
• Strong organizational and multitasking abilities 
• Good communication and interpersonal skills 
• Proficiency in MS Office and clinic management software 
• Ability to handle patient interactions professionally and empathetically 

Preferred Qualities:

• Experience in physiotherapy or healthcare settings 
• Basic understanding of medical terminology 
• Problem-solving mindset and attention to detail 
• Leadership and team management skills 

Key Performance Indicators (KPIs):

• Patient satisfaction and retention rate 
• Appointment utilization rate 
• Accuracy of records and reporting 
• Inventory efficiency and cost control 
• Staff attendance and operational discipline