Receptionist/ Front Desk Officer

Job Title: Receptionist / Front Desk Officer

Department: Administration / Front Office

Job Summary

The Receptionist / Front Desk Officer serves as the first point of contact for patients, visitors, and callers. The role is responsible for managing front desk operations efficiently, ensuring a welcoming environment, handling administrative tasks, maintaining accurate records, and supporting smooth day-to-day operations of the clinic/hospital. The position requires strong communication skills, proficiency in MS Word, MS Excel and Tally and the ability to multitask in a fast-paced healthcare environment.

Key Duties and Responsibilities

• Greet patients, visitors, and guests courteously and professionally.
• Register patients accurately and update demographic and clinical details.
• Guide patients regarding appointments, consultation procedures, billing, and department locations.
• Schedule, reschedule, and cancel appointments efficiently.
• Ensure smooth patient flow and minimize waiting time by coordinating with clinical staff.
• Handle incoming and outgoing phone calls professionally.
• Respond to inquiries, provide basic information, route calls appropriately, and take accurate messages.
• Maintain confidentiality while handling patient-related information and records.
• Maintain patient files, front desk registers, and appointment records.
• Prepare letters, reports, notices, and internal communications using MS Word.
• Maintain and update data, schedules, billing summaries, and reports using MS Excel.
• Ensure documentation is accurate, organized, and easily retrievable.
• Assist with billing processes, payment collection, and daily cash records.
• Enter financial data accurately and use Tally for basic accounting entries, vouchers, receipts, and billing support.
• Coordinate with the accounts team for reconciliations, reports, and financial documentation.
• Manage visitor entry, issue passes when required, and ensure protocols are followed.
• Maintain cleanliness, organization, and professionalism of the reception area.
• Coordinate with housekeeping and maintenance teams for front office needs.
• Monitor and replenish forms, stationery, brochures, and front desk supplies.
• Coordinate with doctors, audiologists, therapists, nurses, and management to ensure smooth operations.
• Support management with administrative tasks, data entry, and report preparation.
• Assist during camps, outreach programs, and organizational events.
• Adhere to organizational policies, procedures, and ethical standards.
• Maintain punctuality, discipline, and a professional appearance at all times.

Skills and Qualifications

• Proficiency in MS Word and MS Excel (mandatory).
• Working knowledge of Tally for basic accounting and billing functions.
• Strong verbal and written communication skills.
• Excellent organizational skills with attention to detail.
• Ability to multitask, work calmly under pressure, and handle front desk operations efficiently.
• Customer-service-oriented attitude with empathy and patience.
• Graduate or equivalent qualification; certification in office administration, computer applications, or accounting is an added advantage.
• 1–3 years of experience in a receptionist or front desk role, preferably in a healthcare or service-oriented organization.
• Experience with billing software and accounting tools is desirable.
• Office/clinic/hospital front desk setting requiring prolonged sitting and frequent interaction with patients and visitors.
• Maintain high standards of professionalism, accuracy in records and billing, and contribute positively to team coordination and organizational efficiency.

Job Type: Full-time

Pay: ₹10,000.00 - ₹15,000.00 per month

Work Location: In person