Office Administrator

Front Desk Executive – Clinic Administrator(Patient Experience | Operations | Revenue | Compliance)

Role ObjectiveTo manage the entire non-clinical functioning of the clinic—from first patient contact to daily operations, billing accuracy, staff coordination, inventory, and compliance—ensuring a smooth patient experience, optimal revenue flow, and disciplined systems.

• A. Patient Interaction & ExperienceHandle all incoming calls, WhatsApp messages, and walk-in enquiries professionally
• Greet patients, manage waiting times, and maintain a calm, respectful clinic environment
• Explain services, procedures, pricing, packages, and preparation guidelines clearly (no medical advice)
• Address patient concerns, comparisons, and objections with confidence and clarity
• Handle routine complaints and escalate clinical or medico-legal issues to the doctor
• B. Appointment, Scheduling & Flow ManagementBook, reschedule, and cancel appointments accurately
• Maintain doctor and therapist schedules, procedure slots, and buffer times
• Confirm appointments and follow up on no-shows or defaulters
• Ensure optimal patient flow without overcrowding or idle time
• C. Billing, Payments & Revenue ResponsibilityGenerate bills and collect payments (cash, card, UPI)
• Track packages, pending balances, refunds, and adjustments
• Convert enquiries into consultations and treatments
• Upsell/cross-sell approved services only, as per clinic protocol
• Maintain daily revenue records and reconcile cash at end of day
• D. Documentation & RecordsRegister patients and maintain accurate records (physical/digital)
• Ensure consent forms and procedure documents are completed and filed
• Maintain OPD logs, treatment records, and follow-up notes
• Safeguard patient confidentiality at all times
• E. Daily Clinic OperationsOpen and close the clinic as per protocol
• Ensure cleanliness, readiness of rooms, and availability of consumables
• Monitor SOP adherence by front desk staff and therapists
• Identify workflow gaps and implement fixes proactively
• F. Staff Coordination & OversightCoordinate schedules of doctors, therapists, and support staff
• Monitor punctuality, attendance, and basic performance
• Support onboarding and day-to-day guidance of new staff
• Act as the first point of escalation for internal issues
• G. Inventory, Vendors & EquipmentTrack stock of consumables, injectables, skincare, and disposables
• Monitor expiry dates and minimum stock levels
• Place orders, coordinate with vendors, and track deliveries
• Maintain records of equipment servicing, AMCs, and breakdowns
• H. Compliance & SafetyEnsure biomedical waste segregation and documentation
• Maintain clinic licenses, certificates, and renewal timelines
• Ensure all statutory and medico-legal documentation is up to date
• Coordinate with doctor for audits or inspections
• I. Marketing & Growth SupportTrack enquiry sources (Google, Instagram, referrals, ads)
• Follow up on marketing leads and campaign enquiries
• Maintain lead-to-conversion data
• Implement offers and campaigns at clinic level as instructed
• J. Reporting & AccountabilityPrepare daily reports (appointments, revenue, issues)
• Share weekly summaries (collections, conversions, inventory status)
• Flag recurring problems early (no-shows, drop-offs, stock issues)
• Take ownership of non-clinical outcomes—not just tasks
• 🔑 Non-NegotiablesAccuracy over speed
• Calm communication under pressure
• Zero guesswork—everything follows protocol
• Patient dignity and clinic reputation come first
• Financial honesty and documentation discipline