Clinic Administration Trainee

Clinic Administration Trainee Job Description for Our Family Clinic:
Job Title:
Clinic Administration Trainee

Job Summary:
Key Responsibilities:
Operations Management:
1. Assist in daily operational oversight of the clinic, including front-office and back-office processes.

2. Monitor patient flow and reduce waiting times while ensuring smooth registration and billing procedures.

3. Collaborate with staff for appointment scheduling, follow-ups, and handling patient inquiries.

4. Maintain records of equipment maintenance, facility requirements, and repair logs.

Compliance and Reporting:
1. Ensure legal and regulatory compliance related to clinic operations, including licenses and certifications.

2. Update and maintain patient records and oversee the implementation of Electronic Medical Records (EMR) systems.

3. Prepare weekly and monthly reports on performance metrics, revenue, and expenses.

Financial and Inventory Management:
1. Assist in monitoring budget utilization and cost control strategies.

2. Track inventory of medicines, medical supplies, and consumables, ensuring timely procurement and stock maintenance.

3. Coordinate with the pharmacy team to manage low-stock alerts and short-expiry medicines.

Human Resource Coordination:
1. Support recruitment and onboarding of new staff, including nurses, pharmacists, and administrative assistants.

2. Assist in staff scheduling, training, and performance reviews in collaboration with HR.

3. Organize team meetings and record minutes for review by senior management.

Marketing and Patient Engagement:
1. Coordinate with the marketing team for community outreach programs, health camps, and promotional campaigns.

2. Monitor patient feedback and satisfaction surveys, ensuring improvements based on input.

3. Work with digital marketing teams for online appointment systems and WhatsApp communication.

Emergency Preparedness:
1. Monitor and maintain emergency protocols, including crash cart readiness and first-aid supplies.

2. Participate in emergency drills and assist in disaster management planning.

Key Performance Indicators (KPIs):
1. Operational Efficiency: Maintain 90%+ adherence to schedules and operational protocols.

2. Patient Satisfaction Score (NPS): Ensure 85% or higher ratings based on surveys.

3. Inventory Accuracy: 100% stock availability and timely replenishment.

4. Compliance Adherence: 100% compliance with licenses and regulatory policies.

5. Staff Coordination: Conduct weekly meetings with all departments and submit reports on performance gaps.

6. Marketing Effectiveness: Monitor increase in footfalls from campaigns and track conversion rates.

Qualifications and Skills:
1. Educational Qualification: Bachelor’s or Master’s Degree in Hospital Administration/Healthcare Management.

2. Technical Proficiency:
Proficient in MS Office (Excel, Word, PowerPoint) and EMR systems.

Ability to use inventory and CRM software for clinic operations.

3. Communication Skills: Strong interpersonal and verbal communication skills.

4. Organizational Skills: Ability to multi-task, prioritize work, and meet deadlines.

5. Analytical Thinking: Problem-solving mindset with data-driven decision-making abilities.

6. Adaptability: Willingness to work in dynamic and fast-paced environments.

Work Schedule:
Timings: 9:00 AM to 6:00 PM (Monday to Saturday) with occasional weekend events (health camps).

Reporting To: Clinic Manager/Operations Manager.

Compensation and Benefits:
**Salary**: Competitive stipend/salary based on qualifications and performance.

Incentives: Performance-linked bonuses.

Benefits: Health insurance, paid leave, and professional development programs.

Growth Opportunities: Training and mentorship to transition into Clinic Manager or Operations Manager roles.

Application Process:
**Job Types**: Full-time, Permanent

Pay: ₹3,000.00 - ₹8,000.00 per month

Schedule:

- Day shift
- Evening shift
- Morning shift
- Night shift

Work Location: In person