- Job Purpose To manage front office operations efficiently by welcoming patients and visitors, handling registration and enquiries, coordinating appointments, maintaining accurate records, and ensuring a professional, patient-friendly experience in accordance with hospital policies.
- Key ResponsibilitiesA. Patient Reception and Registration

- Welcome patients, visitors, and attendants courteously.
- Register new and existing patients in the hospital management system.
- Verify patient details and ensure accurate data entry.
- Guide patients to the appropriate department, consultation room, ICU reception, or other service areas.
- Issue patient registration numbers, tokens, and relevant documents as required.
- Maintain confidentiality of patient information.

B. Telephone and Enquiry Management
- Attend incoming calls promptly and professionally.
- Respond to general enquiries regarding hospital services, departments, visiting hours, and appointment procedures.
- Transfer calls to the appropriate department or authorised personnel.
- Record messages accurately and ensure timely communication.
- Handle patient and visitor concerns politely and escalate complaints when necessary.

C. Appointment and Patient Coordination
- Schedule, confirm, and coordinate appointments with doctors and consultants.
- Coordinate with nursing, billing, insurance, and other departments to facilitate patient services.
- Provide accurate information regarding consultation schedules and service availability.
- Assist patients and attendants with directions and required formalities.
- Coordinate patient movement and transfers as instructed by authorised clinical staff.

D. Billing and Administrative Support
- Coordinate with the billing department for registration charges, consultation fees, and other applicable charges.




- Guide patients regarding payment counters and billing procedures.
- Issue receipts or process payments only when authorised.
- Maintain registers, visitor logs, appointment records, and other assigned documentation.
- Support insurance and cashless admission enquiries by directing patients to the appropriate team.

E. Emergency and Patient Safety Support
- Immediately inform the concerned clinical team when an emergency patient arrives.
- Activate the hospital's emergency response process as per established protocols.
- Ensure emergency calls and messages are communicated without delay.
- Maintain a calm and organised reception area during emergency situations.
- Never delay emergency clinical attention for registration or payment formalities.

F. Coordination and Communication
- Maintain effective communication with doctors, nurses, security, housekeeping, billing, and administration teams.
- Ensure proper shift handover of pending enquiries, appointments, complaints, and other important information.
- Escalate unresolved issues to the Front Office In-Charge or Operations Manager.
- Support smooth coordination between patients, attendants, and hospital departments.

G. Documentation and Compliance
- Maintain accurate patient registration and front office records.
- Follow hospital policies, patient confidentiality requirements, and data protection procedures.




- Adhere to infection prevention and control practices.
- Ensure compliance with applicable hospital quality standards, including NABH requirements.
- Keep the reception area clean, organised, and presentable.

3. Qualifications and Experience
- Educational Qualification: Any degree; a qualification in hospital administration is preferred.
- Experience: 1–3 years of experience in front office operations, preferably in a hospital or healthcare setting.
- Computer Skills: MS Office, email, data entry, and hospital management software.
- Communication Skills: Good verbal communication in Tamil and English; additional languages are an advantage.
- Personal Attributes: Courteous, patient-focused, organised, punctual, and capable of handling pressure.

4. Key Performance Indicators (KPIs)
- Accuracy of patient registration and data entry.
- Timeliness in attending calls and handling enquiries.
- Patient and visitor satisfaction.
- Appointment scheduling and coordination efficiency.
- Accuracy of registers and documentation.
- Compliance with hospital policies and confidentiality requirements.
- Timely escalation of complaints and emergency information.
- Punctuality, attendance, and effective shift handover.

5. General Responsibilities
- Follow assigned duty timings, shift schedules, and attendance procedures.
- Maintain skilled behaviour and a patient-friendly approach.
- Avoid sharing confidential patient or hospital information with unauthorised persons.
- Attend staff meetings, training programmes, and quality improvement activities.
- Perform other duties assigned by the Front Office In-Charge or Manager – Operations, within the scope of the role.

Benefits:
- Provident Fund

Work Location: In person

📌 Front Office Executive (Kolathur)
🏢 Chakra critical care centre and hospitals
📍 Kolathur