Front office

Front Desk Roles & Responsibilities – COE Jubileehills

1. Client Reception & Communication

• Warmly greet and welcome clients as they arrive at the clinic.

• Maintain a pleasant and professional demeanor at all times.

• Answer phone calls, WhatsApp, emails, and online inquiries promptly and politely.

• Provide accurate information about clinic services, packages, and offers.

• Schedule and confirm client appointments.

• Manage walk-ins and coordinate with therapists/doctors for consultation timing.

2. Appointment & Schedule Management

• Maintain the daily appointment calendar (doctor, therapist, laser technician, etc.).

• Coordinate between departments to avoid appointment overlaps or delays.

• Send reminders for upcoming appointments via call/SMS/WhatsApp.

• Manage rescheduling or cancellations efficiently.

3. Client Handling & Relationship Management

• Ensure smooth check-in and check-out process for clients.

• Collect and update client information and consent forms before procedures.

• Maintain confidentiality of all client data and medical records.

• Ensure high client satisfaction — handle concerns politely and escalate when needed.

• Encourage feedback and assist in maintaining positive client relationships.

4. Billing & Cash Handling

• Generate invoices for consultations, treatments, and products.

• Handle cash, card, and UPI transactions accurately.

• Maintain daily sales and collection reports.

• Reconcile end-of-day accounts and submit to the management/accounts team.

5. Coordination with Team

• Communicate client schedules and special requirements to doctors/therapists.

• Coordinate with housekeeping, nursing, and technical staff to ensure readiness before each session.

• Update team on daily schedules and important client notes.

6. Administrative Support

• Maintain front office area neat, organized, and aesthetically pleasing.

• Manage inventory of front desk supplies, brochures, and forms.

• Keep record of visitor logs and staff attendance.

• Support management in executing promotional events or marketing activities.

7. Branding & Presentation

• Ensure front desk reflects the clinic’s brand image — professional, calm, and luxury.

• Maintain display of offers, service menus, and promotional materials.

• Represent the brand through grooming, attire, and communication style.

8. Marketing & Follow-ups

• Call and follow up with clients who haven’t visited in a while.

• Assist in running client recall campaigns (festive offers, loyalty programs).

• Capture leads from walk-ins, calls, or social media and record them properly.

• Maintain and update client database regularly .

9. Key Skills Required

• Excellent communication & interpersonal skills.

• Presentable grooming and confident body language.

• Good knowledge of MS Office / Clinic management software.

• Time management and multitasking ability.

• Customer-oriented mindset with patience and empathy.

Job Type: Full-time

Pay: ₹15,000.00 - ₹20,000.00 per month

Work Location: In person