Receptionist Front Office

Job Description – Receptionist (IVF Clinic)

Position Title: Receptionist / Front Office Executive

Location: Banjara Hills, Hyderabad

Employment Type: Full-time Email: hima@ovalfertility.com

Role Objective

To provide a warm, professional, and efficient front-office experience to all patients and visitors, ensuring seamless communication, appointment management, and administrative support that reflects the empathy and sensitivity of fertility care.

Key Responsibilities

1. Front Desk Management

• Welcome patients and visitors with courtesy, empathy, and professionalism.
• Manage the front desk area to ensure it remains clean, organized, and presentable.
• Handle patient check-ins, registration, and document verification.
• Maintain daily appointment schedules for doctors, counselors, and technicians.
• Manage inbound and outbound calls promptly and professionally.

2. Patient Coordination

• Assist patients with inquiries about services, appointments, and procedures.
• Coordinate between departments (clinical, counseling, laboratory, and billing) to ensure smooth patient flow.
• Maintain confidentiality of patient records and sensitive information.
• Provide necessary forms and guide patients through pre-consultation procedures.

3. Appointment & Follow-up Management

• Schedule and confirm patient appointments through the clinic’s CRM or software system.
• Send appointment reminders and follow-up messages via call or email.
• Track cancellations, reschedule, and coordinate alternative timings.
• Maintain records of daily OPD and patient visits.

4. Administrative & Billing Support

• Collect consultation fees, issue receipts, and maintain billing records.
• Coordinate with the finance department for cash and card reconciliation at the end of the day.
• Support the HR/Operations team with administrative tasks as needed.
• Manage courier, stationary, and inventory for front office supplies.

5. Patient Experience & Hospitality

• Ensure every patient interaction reflects grace, warmth, and empathy.
• Handle patient feedback and escalate complaints tactfully to the Clinic Manager.
• Maintain a calm, reassuring demeanour, especially in emotionally sensitive situations.

Qualification & Experience

• Education: Graduate in any discipline (preferably in Hospitality, Healthcare Administration, or Commerce).
• Experience: 1–3 years of front office or customer service experience, preferably in a hospital or fertility clinic.
• Language Skills: Fluent in English and local language; knowledge of additional regional languages is an advantage.

Key Skills & Attributes

• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Proficient in MS Office and clinic management software (CRM, ERP)
• Pleasant personality with empathetic and patient-centric behavior
• High level of confidentiality and professionalism

Growth Path

Receptionist → Senior Front Office Executive → Patient Relations Officer → Clinic Coordinator / Manager

Job Types: Full-time, Permanent

Pay: ₹20,000.00 - ₹40,000.00 per month

Benefits:

• Paid time off
• Provident Fund

Work Location: In person