Receptionist / Front Office Executive

FRONT DESK EXECUTIVE

Dermatology & Cosmetology Clinic

Location: Bengaluru

Department: Front Office / Patient Relations

Employment Type: Full-Time

About the Role

We are looking for a smart, well-groomed, confident and patient-friendly Front Desk Executive to join our dermatology and cosmetology clinic. The candidate will be responsible for managing the reception area, appointments, patient communication, billing, follow-ups and coordination with doctors and clinic staff.

Key Responsibilities

Patient Handling

- Welcome and attend to patients professionally and courteously.

- Manage walk-in patients and guide them through the consultation process.

- Understand patient requirements and direct them to the appropriate doctor/team.

- Handle patient queries and concerns professionally.

Appointment Management

- Schedule, confirm, reschedule and cancel appointments.

- Maintain doctor-wise appointment schedules.

- Ensure there are no double bookings or unnecessary appointment gaps.

- Make appointment confirmation and follow-up calls.

- Inform patients about doctor availability and appointment delays.

Billing & Payments

- Generate bills for consultations, procedures, packages and products.

- Collect payments through cash, card, UPI and other approved modes.

- Issue receipts and maintain accurate payment records.

- Coordinate with accounts for billing discrepancies and pending payments.

Patient Records & Clinic Software

- Register new patients and update existing patient details.

- Maintain accurate patient records.

- Ensure consultation/counselling details are updated in the system.

- Record procedures, packages and products discussed or purchased.

- Maintain confidentiality of patient information.

Patient Follow-Up

- Follow up with patients as instructed by the doctor/management.

- Contact patients regarding appointments, reviews and pending procedures.

- Maintain proper follow-up records.

- Encourage patients to attend scheduled reviews.

Product & Package Coordination

- Explain clinic packages, offers and products as instructed.

- Coordinate product sales and ensure correct billing.

- Monitor product availability and inform the management about low stock.

- Ensure the correct product is handed over after billing.

Doctor & Team Coordination

- Coordinate patient flow between reception, doctors, therapists and other departments.

- Inform doctors when patients arrive.

- Coordinate appointments for procedures and treatments.

- Communicate important patient requirements to the concerned team.

Daily Front Desk Duties

- Maintain a clean, organized and professional reception area.

- Attend incoming calls, WhatsApp enquiries and online appointment requests promptly.

- Maintain daily appointment, cancellation and no-show records.

- Check pending payments and follow-ups.

- Complete opening and closing front-desk procedures.

- Ensure all front-desk activities are updated in the clinic system.

Required Skills

- Excellent communication and interpersonal skills.

- Good spoken English; knowledge of Kannada/Hindi is an advantage.

- Pleasant personality and professional grooming.

- Good telephone etiquette.

- Basic computer knowledge.

- Ability to handle billing and clinic software.

- Good coordination and multitasking abilities.

- Strong customer-service orientation.

- Ability to remain calm and professional while handling difficult situations.

Educational Qualification

- Minimum 12th Pass / Graduate.

- Diploma or degree in Healthcare Administration, Hospital Management, Business Administration or a related field is an advantage.

Experience

- 1–3 years of experience in front office/reception/customer service.

- Experience in a dermatology, cosmetology, hospital, healthcare or aesthetic clinic will be preferred.

- Freshers with excellent communication skills may also be considered.

Key Performance Indicators (KPIs)

The selected candidate will be expected to maintain:

- Zero appointment double-booking

- Accurate billing and payment collection

- Timely appointment confirmations

- Proper patient registration and documentation

- Complete counselling/system updates

- Effective patient follow-up

- Good patient satisfaction

- Professional reception management

- Punctuality and attendance

- Proper coordination with doctors and clinic staff

Personal Qualities We Look For

We are looking for someone who is:

Confident • Responsible • Polite • Well-Groomed • Patient-Friendly • Punctual • Proactive • Organized • Honest • Team-Oriented

What We Offer

- Professional and positive working environment

- Opportunity to learn in the dermatology & cosmetology field

- Training and development opportunities

- Performance-based growth

- Career advancement opportunities

Interested candidates can share their CV along with their current location, total experience and expected salary.