Front Office Executive

2 days ago

Kollam, Kerala, India Alpha heal Institute of Medical Cosmetology & Aesthetic Medicine Full time

The Front Desk Executive is responsible for managing patient interactions, scheduling appointments, handling inquiries, maintaining records, and ensuring smooth front office operations at the skin and hair clinic. The role requires excellent communication, customer service skills, and a professional appearance.

Key Responsibilities

A. Patient Reception & Customer Service

  • Welcome patients warmly and create a positive first impression.
  • Guide patients regarding registration, consultation flow, and clinic services.
  • Handle walk-in patients, inquiries, and follow-up questions professionally.
  • Maintain a calm, friendly, and supportive attitude at all times.

B. Appointment Management

  • Manage daily appointments and maintain the doctor's schedule.
  • Confirm bookings, reschedule appointments, and follow up on cancellations.
  • Coordinate consultation slots, procedure timings, and therapist schedules.
  • Inform patients about waiting times and delays.

C. Call Handling & Communication

  • Handle incoming phone calls, WhatsApp messages, emails, and online inquiries.
  • Provide accurate information on treatments, pricing ranges (if permitted), packages, and clinic policies.
  • Redirect calls to the appropriate departments or staff.

D. Billing & Cash Handling

  • Generate bills, invoices, and receipts for consultations, treatments, and products.
  • Process payments (cash, card, UPI, online).
  • Maintain accurate daily cash reports and submit to accounts.

E. Records Management

  • Maintain patient files, treatment history, and digital records.
  • Update CRM or clinic management software regularly.
  • Ensure confidentiality of patient information.

F. Coordination & Administration

  • Coordinate with dermatologists, trichologists, therapists, and support staff.
  • Ensure proper flow of patients between consultation rooms and treatment areas.
  • Order and track front office supplies (forms, brochures, stationery).
  • Maintain cleanliness and presentation of the front desk and waiting area.

G. Customer Engagement & Upselling

  • Inform patients about ongoing offers, membership plans, and treatment packages.
  • Promote clinic products (skin & hair care).
  • Assist marketing team with reviews, feedback collection, and promotional campaigns.

Job Type: Full-time

Pay: ₹12, ₹20,000.00 per month

Work Location: In person

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