Clinic Coordinator

JOB DESCRIPTION — CASE MANAGER (Front Desk + Patient Care)

Location: Kallos Skin & Wellness Clinic, Mandaveli / RA Puram, Chennai

Role: Full-Time

Reports To: Chief Consultant

Salary: Fresher: ₹25,000 per month 

Experienced (1–3 years): ₹30,000 per month

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Role Overview

The Case Manager is responsible for managing the complete patient journey — from the moment they enquire, to consultation, treatments, follow-ups, and ongoing care. This role blends front desk responsibilities with patient coordination, ensuring every client experiences seamless service and personalised guidance.

This is a key relationship-building role, aimed at improving conversions, patient satisfaction, and retention.

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Key Responsibilities

1. Patient Journey & Case Management

• Act as the primary point of contact for assigned patients

• Understand patient concerns and document them accurately

• Assist doctors/therapists during consultation by maintaining patient notes

• Guide patients on treatment plans, packages, expected outcomes (non-medical counselling)

• Coordinate and schedule follow-up visits, procedures, and reviews

• Maintain detailed case records and progress tracking

• Ensure patients adhere to treatment protocols

• Provide reminders for sessions, aftercare, and product replenishment

2. Front Desk & Administrative Duties

• Warmly greet patients and manage check-in/check-out

• Handle calls, WhatsApp enquiries, and online booking platforms

• Manage the consultation schedule and avoid clashes

• Process billing, invoicing, and daily payment reconciliation

• Maintain patient files, consent forms, and aftercare documents

• Oversee the front desk ambience, beverage offering, and waiting area upkeep

• Maintain logs: enquiries, walk-ins, conversions, memberships, billing

3. Sales Support & Conversion

• Explain available treatments, packages, and offers (non-medical explanations only)

• Assist in improving conversions from enquiry → consultation → treatment

• Educate patients on homecare skincare recommended by the dermatologist

• Track missed appointments and follow-up for rebooking

• Share patient insights with the marketing team for better retention strategy

4. Coordination & Communication

• Work closely with doctors, therapists, and the clinic coordinator

• Ensure smooth patient flow inside the clinic

• Handle patient feedback and escalate issues promptly

• Ensure professionalism, confidentiality, and high-level service at all times

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🔹 Required Skills & Qualities

• Excellent communication and relationship management

• Warm, empathetic, and patient-friendly

• Strong organisational and multitasking skills

• Basic understanding of dermatology/aesthetic treatments (preferred)

• Ability to counsel/explain without giving medical guarantees

• Comfortable with CRM software, Excel, WhatsApp Business, POS billing

• Sales-oriented mindset without being pushy

• Presentable grooming and professional conduct

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🔹 Qualifications & Experience

• Any graduate

• 1–3 years experience in clinic/spa/hospital customer care

• Experience in case management, counselling, or front desk roles preferred