Front Desk Receptionist

RECEPTIONIST – JOB DESCRIPTION

Clinic Front Desk & Client Coordination

Position: Receptionist / Front Desk Executive

Key Responsibilities

1. Client Handling & Reception

• Welcome and attend to all clients/patients in a polite, professional, warm and friendly manner.
• Maintain a positive and comfortable reception experience.
• Handle client queries professionally and provide accurate information regarding appointments, services and clinic procedures.
• Maintain confidentiality and professional behaviour at all times.

2. Appointment Management & Follow-Up

• Manage daily appointments and maintain an organised appointment schedule.
• Call/message clients for appointment confirmation, reminders and follow-ups.
• Follow up with clients for re-check appointments, pending consultations and scheduled treatments.
• Contact previous clients for appropriate follow-up and future appointment scheduling.
• Ensure that missed/cancelled appointments are properly followed up and rescheduled where required.

3. Billing & Payment

• Prepare accurate bills, invoices and payment records for clients.
• Collect and record payments through the available payment methods.
• Maintain proper documentation of daily billing and transactions.
• Coordinate with the concerned team regarding packages, discounts and treatment charges when required.

4. Stock Management – STRICT RESPONSIBILITY

• Maintain clear and accurate stock records of all clinic products, consumables and materials.
• Record stock received, stock issued/used and current balance.
• Check stock regularly and immediately report low stock, missing items, expiry or discrepancies.
• Ensure that all stock entries are updated properly and maintained systematically.
• No stock movement should take place without proper recording.
• Maintain proper organisation and cleanliness of the stock area.

5. Client Communication

• Communicate with clients in a professional yet familiar, welcoming and respectful manner.
• Listen carefully to client concerns and direct them to the appropriate doctor/team member when necessary.
• Avoid arguments or inappropriate communication with clients.
• Maintain the clinic’s professional image in every interaction.

Professional Expectations

• Excellent communication and interpersonal skills.
• Pleasant personality with a professional attitude.
• Responsible and punctual.
• Good organisational and follow-up skills.
• Basic computer and billing knowledge.
• Ability to multitask and manage the front desk efficiently.
• Strict attention to billing, records and stock maintenance.
• Honesty, accountability and confidentiality are mandatory.
• Any discrepancy in cash, billing, stock or records must be reported immediately.

Core Responsibility

The receptionist is responsible for ensuring that the front desk, appointments, client follow-ups, billing and stock records are properly managed every day, while providing every client with a professional, friendly and welcoming experience.