Front Desk Executive

Job Title: Front Desk Executive

Department: Front Office

Reporting To: Branch Head

Working Days: 6 Days a Week

Working Hours: 11:00 am to 8 .00 pm

Job Summary:

The Front Desk Executive serves as the face of the clinic and plays a critical role in delivering a

premium and professional client experience. This role involves managing front office operations such

as client greetings, appointment scheduling, coordination between departments, answering

inquiries, handling billing, and ensuring the reception area reflects the clinic’s brand image. The

Front Desk Executive must exhibit high standards of grooming, communication, and customer

service.

Key Responsibilities:

1. Client Reception & Hospitality

 Greet clients with a warm, courteous, and professional approach upon arrival.

 Offer refreshments and ensure the client is comfortable while waiting.

 Maintain a polite and friendly tone in person and on calls at all times.

2. Appointment Scheduling & Calendar Management

 Book, confirm, and reschedule appointments via phone, WhatsApp, CRM, or walk-ins.

 Maintain coordination between doctors, therapists, counsellors, and clients for smooth time

management.

 Send appointment reminders and follow-up messages to clients.

3. Front Desk Administration

 Manage the front desk phone, WhatsApp Business messages, and email inbox.

 Respond promptly to all client inquiries about services, prices, doctors, and packages.

 Maintain proper documentation of daily appointments, cancellations, and no-shows.

4. Billing & Cash Handling

 Generate accurate bills using clinic software and collect payments via cash, cards, or digital

methods.

 Issue receipts and update records in the billing system.

 Maintain daily cash sheet, tally balances, and report to the accounts or operations head.

5. Client Records & Data Entry

 Maintain and update client database with accurate contact, treatment, and payment

information.

 Ensure confidentiality and security of client records, consent forms, and prescriptions.

 Coordinate with the medical and counselling team to update treatment logs and follow-ups.

6. Clinic Ambience & Cleanliness

 Ensure the reception area, waiting lounge, and front desk are clean, well-organized, and

aesthetically pleasing.

 Oversee music, scent, lighting, and reading material arrangement at the front area.

 Ensure hygiene is maintained as per clinic SOPs.

7. Internal Coordination

 Notify team members of client arrivals, delays, or cancellations.

 Coordinate with therapists, doctors, and support staff for smooth service delivery.

 Maintain communication with courier agents, vendors, and visitors as needed.

Key Performance Indicators (KPIs):

 Appointment accuracy and efficiency

 First-impression feedback scores from clients

 Billing and data entry accuracy

 Time taken to answer calls/messages

 Cleanliness and reception area ambiance

 Repeat visits and retention support

Job Type: Full-time

Pay: ₹15,000.00 - ₹30,000.00 per month

Benefits:

• Paid time off
• Provident Fund