Front Office Executive

6 hours ago

Gurgaon, Haryana, India Global Fertility Solutions Full time ₹ 12,00,000 - ₹ 24,00,000 per year

Job Title: Front Desk Executive ART Fertility Clinic

Location: Gurgaon

Reports To: Clinic Manager / Operations Head

Employment Type: Full-time

Position Overview:

The Front Desk Executive will be the first point of contact for patients and visitors at the IVF Clinic. This role is responsible for creating a welcoming and professional environment, managing patient appointments, coordinating with medical and administrative staff, and ensuring smooth front-office operations. Sensitivity, discretion, and empathy are essential in handling patients seeking fertility treatments.

Key Responsibilities:

Patient Interaction & Front Office Management

  • Greet and assist patients, visitors, and vendors in a courteous and professional manner.
  • Manage patient check-in and check-out procedures.
  • Handle appointment scheduling, rescheduling, and cancellations via phone, email, or in-person.
  • Provide accurate information about clinic services, timings, and procedures.
  • Always maintain confidentiality of patient information.

Administrative Coordination

  • Manage front desk phone lines, email correspondence, and patient inquiries.
  • Coordinate with doctors, nurses, counsellors, and lab staff to ensure seamless patient flow.
  • Maintain patient records and update the system with accurate data.
  • Collect consultation fees and generate receipts, coordinate with the accounts team for billing.
  • Support daily operational requirements including stationery, front office supplies, and cleanliness.

Patient Experience & Support

  • Ensure every patient feels supported, heard, and respected.
  • Handle patient concerns or complaints with empathy and escalate when required.
  • Assist patients with pre-treatment paperwork, consent forms, and payment procedures.

Compliance & Reporting

  • Adhere to all clinic policies, SOPs, and confidentiality guidelines.
  • Prepare daily/weekly front desk reports (appointments, walk-ins, cancellations, collections, etc.).
  • Maintain records for audit and compliance as required by management.

Qualifications & Skills:

  • Graduate in any discipline (preferably in Hospitality, Healthcare Management, or similar).
  • Minimum 13 years of experience in front office or customer service; healthcare or IVF clinic experience preferred.
  • Excellent communication and interpersonal skills.
  • Proficient in MS Office and clinic management software.
  • Strong organizational and multitasking abilities.
  • Warm, empathetic, and patient-centric attitude.
  • Ability to handle confidential and sensitive information with professionalism.

Work Schedule:

  • Monday to Saturday 9:00 AM to 6:00 PM

Why Join Us:

At ART, we pride ourselves on offering compassionate, personalized fertility care. As a Front Desk Executive, you will play a key role in shaping the first impression for hopeful parents and supporting them through one of the most important journeys of their lives.

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