Front Desk Executive

Overview:
The Front Office Receptionist is the first point of contact for patients and clients visiting the Skin, Hair & Laser Aesthetic Clinic. This position requires strong customer service skills, the ability to manage multiple tasks, and an understanding of the clinic’s services and operations. The Receptionist is responsible for providing a welcoming atmosphere, handling administrative duties, managing appointments, and assisting with patient inquiries to ensure smooth clinic operations.

Key Responsibilities:

Front Desk & Client Interaction:

• Greeting Patients & Visitors:
• Greet all patients, clients, and visitors in a warm, friendly, and professional manner.
• Ensure a positive first impression by providing excellent customer service.
• Appointment Scheduling & Management:
• Schedule, confirm, and manage patient appointments for consultations, treatments, and follow-ups.
• Ensure that the appointment schedule runs smoothly and efficiently, minimizing wait times.
• Handle rescheduling or cancellations and provide patients with reminders for their upcoming appointments.
• Check-In & Check-Out:
• Welcome patients upon arrival, confirm their appointment details, and update personal or medical information as needed.
• Ensure that patients check out smoothly after their treatment, collecting payments, and scheduling future appointments when necessary.
• Client Inquiries & Communication:
• Answer phone calls, emails, and online inquiries, providing information about services, prices, and clinic policies.
• Respond to patient concerns or direct them to the appropriate medical staff for assistance.
• Maintain a professional tone in all communication, addressing patient needs promptly.

Administrative Support:

• Patient Record Management:
• Accurately input and update patient information into the clinic’s system, ensuring that records are up to date and confidential.
• Maintain patient forms and records, ensuring they are filed and stored securely.
• Billing & Payments:
• Process patient payments for services rendered, including handling cash, credit card transactions, and invoicing.
• Verify insurance coverage and provide billing information to patients as needed.
• Assist with insurance claims and payment tracking, liaising with patients and insurance providers.
• Coordination with Medical Staff:
• Communicate with the medical and aesthetic team to relay patient information, requests, and needs.
• Assist in preparing and organizing patient documents and forms for procedures and treatments.
• Ensure the smooth flow of operations by coordinating with clinical staff to ensure timely patient transitions.
• Inventory & Stock Control:
• Monitor and maintain stock of office supplies, including stationery, patient forms, and promotional materials.
• Notify the clinic manager when office supplies are low and require reordering.

Clinic Operations Support:

• Clinic Cleanliness & Presentation:
• Ensure the reception area is clean, organized, and welcoming at all times.
• Maintain cleanliness and organization of waiting areas, keeping magazines, brochures, and furniture neat and orderly.
• Maintain Patient Comfort:
• Ensure patients feel comfortable and informed during their time in the waiting area.
• Provide patients with forms to fill out and guide them through the check-in process.
• Offer beverages or assistance to patients as necessary.
• Marketing & Promotions:
• Assist in promoting the clinic’s services, products, and special offers to patients.
• Distribute marketing materials such as brochures, business cards, or newsletters to patients.
• Coordination for Special Events or Promotions:
• Assist with the coordination and promotion of clinic events, such as seasonal sales, open houses, or new service launches.
• Ensure that all promotional materials are readily available for patients and clients.

Qualifications:

• Education:
• High school diploma or equivalent is required.
• A diploma or certification in office administration or medical reception is a plus.
• Experience:
• Prior experience in a receptionist, administrative, or customer service role is preferred, especially in a healthcare, wellness, or aesthetic clinic setting.
• Experience with appointment scheduling and managing patient or client inquiries is a plus.
• Skills:
• Excellent communication skills, both written and verbal, with the ability to speak clearly and professionally.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks.
• Proficient in office software, including Microsoft Office, and experience with scheduling software or clinic management systems.
• Ability to handle confidential patient information with discretion and professionalism.
• Attributes:
• Friendly, professional, and approachable demeanor.
• Strong interpersonal skills and a passion for customer service.
• Ability to work well under pressure and handle stressful situations in a calm and efficient manner.
• Ability to work independently and as part of a team.

Benefits:

• Competitive salary and performance-based incentives.
• Opportunities for professional development and training in the beauty and healthcare industry.
• Employee discounts on clinic services and products.
• A positive and dynamic work environment in a growing healthcare setting.

Job Types: Full-time, Contractual / Temporary
Contract length: 12 months

Pay: ₹8,000.00 - ₹15,000.00 per month

Application Question(s):

• SALES EXPERIENCE

Education:

• Diploma (Preferred)

Language:

• English (Required)

Location:

• Kunnamangalam, Kerala (Required)

Work Location: In person