Job Description – Receptionist Position

Receptionist

Department - Operations

Location - WohlPhysio – Various Branches

Employment Type - Full-Time

Reporting To - Branch Head / Clinic Manager

Job Summary

We are looking for a friendly, professional, organized, and patient-focused Receptionist to manage the front desk and ensure smooth day-to-day operations of the clinic.

The Receptionist will be the first point of contact for patients and visitors and will be responsible for handling enquiries, appointments, patient registration, billing, payments, communication, and coordination with the clinical team.

The role requires excellent communication skills, attention to detail, basic computer knowledge, and the ability to manage multiple tasks in a busy clinic environment.

Key Responsibilities1. Front Desk & Patient Handling

- Welcome patients and visitors warmly and professionally.
- Manage the reception area and ensure a positive first impression.
- Understand patient requirements and direct them to the appropriate staff or service.
- Assist new patients with registration and required documentation.
- Maintain a professional, clean, and organized reception area.
- Handle patient queries and provide accurate information regarding clinic services.

2. Appointment Management

- Schedule, confirm, reschedule, and cancel patient appointments.
- Coordinate appointment availability with physiotherapists and other clinical staff.
- Monitor daily appointment schedules and manage patient flow.
- Follow up with patients regarding upcoming appointments when required.
- Minimize appointment gaps and coordinate walk-in patients appropriately.
- Inform patients about appointment timings and any changes in schedules.

3. Patient Enquiries & Communication

- Handle enquiries received through phone calls, WhatsApp, and other communication channels.
- Provide accurate information regarding treatments, services, packages, timings, and appointment availability.
- Convert relevant enquiries into appointments wherever applicable.
- Follow up with enquiries and patients as per the clinic's process.
- Maintain professional communication with patients at all times.

4. Billing & Payment Handling

- Generate patient bills accurately through the clinic software.
- Collect consultation, treatment, package, and other applicable payments.
- Handle cash, card, UPI,



and other approved payment methods.
- Provide receipts and payment confirmations to patients.
- Verify billing details before completing transactions.
- Maintain accurate daily payment and collection records.
- Coordinate with the accounts team regarding billing discrepancies or payment issues.

5. Patient Registration & Records

- Register new patients in the clinic management system.
- Verify patient information and maintain accurate records.
- Ensure required patient forms and documents are completed.
- Update patient information when necessary.
- Maintain confidentiality of patient information and clinic records.

6. Coordination With Clinical Team

- Coordinate patient appointments and treatment schedules with physiotherapists.
- Inform therapists about new patients and scheduled appointments.
- Coordinate changes in treatment schedules.
- Communicate relevant patient requests or concerns to the appropriate clinical team member.
- Support smooth patient movement between reception and treatment areas.

7. Daily Clinic Operations

- Ensure the reception desk is operational and ready before the clinic opens.
- Monitor appointment schedules and patient attendance throughout the day.
- Coordinate with housekeeping and support staff when required.
- Ensure necessary forms, stationery, and reception materials are available.
- Report operational issues to the Branch Head / Clinic Manager.
- Support the team in maintaining smooth clinic operations during busy hours.

8. Patient Experience

- Maintain a polite, empathetic, and professional approach with every patient.
- Handle complaints and concerns calmly and escalate them to the appropriate person when necessary.
- Ensure patients are informed about delays or changes in appointments.
- Support patients and attendants throughout their clinic visit.
- Contribute to maintaining a positive patient experience.

9. Reporting & Documentation

- Maintain daily appointment and patient records.




- Complete required daily reports and operational updates.
- Maintain accurate collection and billing reports.
- Track pending payments and follow-up requirements.
- Report important operational issues to the Branch Head / Clinic Manager.

10. Compliance & Confidentiality

- Follow all clinic SOPs and operational guidelines.
- Maintain patient confidentiality at all times.
- Follow billing, cash-handling, and documentation procedures.
- Ensure proper handling of patient information.
- Follow organizational policies and professional standards.

Required Qualifications

- Minimum Plus Two / Diploma / Bachelor's degree.
- Basic computer knowledge.
- Knowledge of MS Office / Google Workspace is an advantage.
- Previous experience in a healthcare, clinic, hospital, or customer service environment is preferred.

Required Skills

- Excellent verbal and written communication skills
- Good Malayalam and English communication skills
- Basic computer and software knowledge
- Good customer service skills
- Strong organizational skills
- Attention to detail
- Basic billing and cash-handling ability
- Ability to multitask
- Good telephone etiquette
- Problem-solving ability
- Professional appearance and behaviour
- Ability to work under pressure

Key Performance Expectations

The Receptionist will be expected to maintain:

- Accurate patient registration
- Accurate billing and payment collection
- Proper appointment scheduling
- Timely patient follow-ups
- Professional patient communication
- Minimal appointment errors
- Proper daily reporting
- High standards of patient experience
- Compliance with clinic SOPs
- Proper handling and confidentiality of patient information

Ideal Candidate

The ideal candidate should be patient-friendly, responsible, organized, and proactive, with the ability to handle multiple responsibilities in a fast-paced clinical environment.

The person should understand that the receptionist is not only an administrative role but also an important part of the patient experience and clinic operations. The candidate should be comfortable communicating with patients, coordinating with therapists, handling payments, and taking ownership of front-office responsibilities.

Pay: From ₹192,000.00 per year

Perks:

- Health insurance
- Paid time off

Work Location: In person

📌 Receptionist (Kochi)
🏢 Wohl Physio International
📍 Kochi