Multi-Speciality Ayurvedic Wellness Hospital – PerashannoorJOB DESCRIPTION

Position: Session Coordinator
Department: Operations / Clinical Coordination
Location: Milife Medicity, Perashannoor, Malappuram
Reports To: Assistant Operations Manager / Operations Manager
Employment Type: Full-Time

1. JOB PURPOSE

The Session Coordinator is responsible for the planning, scheduling, coordination and monitoring of patient treatment sessions across various clinical and wellness departments of Milife Medicity.

The position serves as a central coordination point between patients, doctors, therapists and departments to ensure that all prescribed treatment sessions are conducted on time, according to the treatment plan and with minimum interruption to the patient experience.

2. KEY RESPONSIBILITIESA. Patient Session Scheduling

- Prepare daily treatment/session schedules for all patients based on the doctor's treatment plan.
- Coordinate and schedule sessions for departments including:
- Panchakarma
- Physiotherapy
- Naturopathy & Yoga
- Unani
- Acupuncture
- Reflexology
- Other assigned treatment/wellness services.
- Ensure that each patient's prescribed sessions are properly scheduled.
- Avoid overlapping or conflicting treatment timings.
- Coordinate changes, cancellations and rescheduling of sessions when required.
- Prioritize sessions based on treatment requirements and departmental capacity.

B. PRS Chart / Session Chart Management

- Prepare and assign the PRS/session chart for scheduled patients.
- Ensure that the treatment schedule is clearly communicated to the concerned departments.
- Verify that scheduled sessions are properly completed and recorded.
- Monitor pending, missed and rescheduled sessions.
- Maintain accurate daily and patient-wise session records.

C. Interdepartmental Coordination

- Coordinate closely with doctors, therapists, nurses and department HODs.
- Communicate the daily treatment schedule through approved official communication channels.
- Coordinate with Panchakarma, Physiotherapy, Unani, Naturopathy & Yoga and other relevant departments.
- Resolve routine scheduling conflicts and escalate operational issues to the reporting manager.
- Ensure smooth coordination between clinical and support departments.

D. Attendance & Staff Coordination

- Coordinate departmental attendance related to scheduled treatment sessions.
- Monitor staff availability against the daily treatment schedule.
- Coordinate staff leave information with concerned HODs to avoid disruption of patient sessions.
- Identify manpower shortages affecting scheduled sessions and report them promptly.
- Assist management in ensuring adequate staff coverage during peak treatment hours.

E. Patient Experience

- Ensure patients receive clear information regarding their daily treatment schedule.
- Assist patients in understanding the location and timing of their sessions.
- Coordinate with relevant departments when patients are delayed or unable to attend a scheduled session.
- Handle routine patient concerns related to session timing professionally.




- Escalate clinical complaints or serious patient concerns to the appropriate HOD/doctor immediately.
- Maintain a polite, professional and patient-focused approach at all times.

F. Session Monitoring & Quality Control

- Monitor whether scheduled sessions are being conducted as per the treatment plan.
- Pay particular attention to the quality and timely completion of Panchakarma and other major treatment sessions.
- Identify repeated delays, missed sessions or scheduling issues.
- Report irregularities to the concerned HOD and reporting manager.
- Follow up on corrective actions where required.

G. Patient Feedback / PRS Collection

- Collect PRS/rating scores and patient feedback for completed treatments.
- Ensure feedback is obtained consistently and recorded accurately.
- Identify recurring patient complaints or service gaps.
- Share relevant feedback with HODs and management for corrective action.
- Support continuous improvement of treatment coordination and patient experience.

H. Daily Reporting & Documentation

- Maintain daily session schedules and treatment coordination records.
- Prepare daily/weekly reports as required by management.
- Maintain records of:
- Scheduled sessions
- Completed sessions
- Missed sessions
- Cancelled/rescheduled sessions
- Patient feedback
- Department-wise session performance
- Staff availability affecting sessions.
- Ensure all records are accurate and updated on time.
- Use MS Excel, hospital software and approved communication platforms for documentation.

3. DAILY WORK FLOW

Morning:

- Review the patient list and prescribed treatments.
- Check availability of therapists and concerned departments.
- Prepare the daily session schedule.
- Assign PRS/session charts.
- Circulate the schedule to concerned departments.
- Verify any special patient requirements.

During Treatment Hours:

- Monitor scheduled sessions.
- Follow up on delays and missed sessions.
- Coordinate patient movement between departments.
- Resolve scheduling conflicts.
- Update completed/pending sessions.
- Coordinate with HODs regarding manpower or operational issues.

End of Day:

- Verify completed and pending sessions.
- Update PRS/session records.
- Record missed or rescheduled sessions.
- Collect required patient feedback/ratings.
- Prepare the daily coordination report.
- Escalate unresolved issues to the reporting manager.

4. QUALIFICATION

- Bachelor's degree in any discipline.
- Healthcare/Hospital Administration, Hospitality, Management or related qualification is preferred.
- Candidates with relevant hospital, wellness, Ayurveda or patient coordination experience will be preferred.

5. EXPERIENCE

- 1–3 years of relevant experience in hospital administration, patient coordination,



hospitality operations, healthcare or wellness services is preferred.
- Fresh graduates with excellent communication and coordination skills may also be considered.

6. REQUIRED SKILLS

- Excellent communication and interpersonal skills.
- Strong organizational and coordination abilities.
- Good time management.
- Ability to multitask in a busy hospital environment.
- Good knowledge of MS Excel and basic computer applications.
- Ability to prepare and maintain schedules and trackers.
- Problem-solving ability.
- Team coordination and follow-up skills.
- Patient-friendly attitude.
- Ability to work under pressure.
- Strong attention to detail.

Additional Advantage:

- Knowledge of Arabic is desirable, particularly due to the hospital's international/Arabic patient profile.
- Experience with Ayurveda/Panchakarma treatment workflows is an advantage.

7. KEY PERFORMANCE INDICATORS (KPIs)

The Session Coordinator will be evaluated based on:

- Accuracy of daily treatment scheduling.
- Percentage of scheduled sessions completed on time.
- Reduction in missed and delayed treatment sessions.
- Effective coordination between clinical departments.
- Accuracy of PRS/session records.
- Timely collection of patient feedback.
- Response time for resolving scheduling issues.
- Patient satisfaction related to treatment coordination.
- Proper coordination of staff availability and leave.
- Timely submission of daily/weekly reports.

8. AUTHORITY & ESCALATION

The Session Coordinator may coordinate and make routine scheduling adjustments within approved departmental procedures.

The following matters must be escalated to the concerned HOD/Assistant Operations Manager/Operations Manager:

- Clinical decisions or changes in treatment plans.
- Serious patient complaints.
- Repeated staff shortages.
- Major treatment delays.
- Patient safety concerns.
- Interdepartmental conflicts.
- Any issue affecting patient care or hospital operations.

The Session Coordinator shall not independently alter a doctor's prescribed treatment plan or clinical instructions.

9. PROFESSIONAL RESPONSIBILITIES

- Maintain patient confidentiality at all times.
- Follow Milife Medicity's policies, SOPs and code of conduct.
- Maintain professional communication with patients and employees.
- Follow hospital safety, infection-control and patient-care procedures applicable to the role.
- Maintain proper documentation and avoid unauthorized alteration of records.
- Perform additional duties assigned by management in the interest of hospital operations.

10. CORE OBJECTIVE"Right Patient – Right Treatment – Right Department – Right Time."

The Session Coordinator is expected to ensure that every patient's prescribed treatment journey is properly scheduled, efficiently coordinated, accurately recorded and delivered with minimum delay, contributing directly to patient satisfaction and smooth hospital operations.

Pay: ₹15,100.00 - ₹18,000.00 per month

Perks:

- Cell phone reimbursement
- Flexible schedule
- Food provided

Work Location: In person

📌 Section Co-ordinator (Valanchery)
🏢 Milife Medicity
📍 Valanchery