A4 Hospitals & Fertility Centre Pvt Ltd

JOB DESCRIPTION:-

Personal Assistant to Dr Aruna Ashok – Senior Consultant, A4 Virugambakkam

POSITION DETAILS:-

Personal Assistant (PA) to Dr Aruna Ashok, Senior Fertility Consultant

Reports to:

Dr Aruna Ashok (day-to-day); dotted line to the Executive Assistant, Office of the Clinical Director

Position in structure:

Centre-level sub-role under the Executive Assistant. The EA runs the Clinical Director’s office across all centres; the PA runs Dr Aruna’s working day at Virugambakkam.

Organisation:

A4 Hospitals & Fertility Centre Pvt Ltd

Base location:

A4 Virugambakkam centre, Chennai

Employment type:

Full-time, permanent

Working hours:

8:00 am to 5:00 pm, aligned to Dr Aruna’s clinical day at Virugambakkam. Flexibility needed on heavy OT or OPD days.

Salary:

₹ 20-25 k per month, based on experience (to be fixed by HR)

Experience:

1–3 years in a hospital, ideally as a patient coordinator, front office executive, nursing assistant or doctor’s assistant

ROLE PURPOSE:-

The Personal Assistant makes sure Dr Aruna’s working day at the Virugambakkam centre runs smoothly, so that her time and energy go to patients. The PA builds patient trust in OPD, IPD and OT by making sure every patient is prepared, informed and followed up. The PA also takes care of her personal logistics: bags and belongings in place, meals on time, and the day closed so she can leave the centre on time.

The Executive Assistant handles Dr Aruna’s calendar, travel, projects and dashboards across all centres. The PA is the EA’s hands and eyes at Virugambakkam: carrying out the plan on the ground, and feeding updates back to the EA.

Main objectives:

1. Higher patient trust in OPD, IPD and OT: patients feel prepared, informed, welcomed and followed up.

2. Dr Aruna’s bags, belongings and work material ready and in place, with nothing forgotten or searched for.

3. Meals and breaks taken on time, every working day.

4. Work at Virugambakkam finished on time, with Dr Aruna relieved at the agreed time.

ROLES AND RESPONSIBILITIES:-

1. OPD support and patient trust

· Before OPD starts, check that every booked patient’s file, previous reports, scans and investigation results are ready and in order.

· Get the list of patients waiting and review patients for the day from the front office, and share it with Dr Aruna and the EA by 8:45 am.

· Greet patients and couples personally on Dr Aruna’s behalf; give them a realistic waiting time and keep them updated if there is a delay.

· Make sure VIP, referral (B2B doctor) and anxious or distressed patients are identified in advance and handled with extra care.

· Make sure each patient leaves the room knowing the next step: tests, counselling, billing, next appointment. Hand them over personally to the counsellor or nurse where needed.

· Note every call-back, report review or follow-up Dr Aruna promises during consultation, and make sure each one is done the same day or on the promised date.

· Collect brief patient feedback at the end of the visit and pass on any concern to Dr Aruna and the customer care manager the same day.

· Keep the consultation room ready: forms, consent sheets, stationery, printer, computer and patient education material.

2. IPD support

· Prepare the daily IPD list (admitted patients, planned discharges, post-procedure patients) before rounds.

· Schedule rounds at a fixed time with the duty medical officer and nurse in-charge, so families know when Dr Aruna will see them.

· Keep families informed on Dr Aruna’s instructions, so they never feel unattended.

· Make sure discharge summaries, prescriptions and follow-up appointments are ready for her signature on time, so discharges are not delayed.

· Track pending investigations and reports for IPD patients and bring them to her attention.

3. OT support

· Confirm the next day’s OT list (oocyte retrievals, embryo transfers, hysteroscopies,



laparoscopies) with the OT in-charge and embryology lab by 4 pm, in line with the EA’s master schedule.

· Check that consents, investigations, fitness reports and billing clearance are complete for each OT patient before the slot.

· Make sure Dr Aruna meets or speaks to each OT patient after the procedure, and that the family receives an update soon after.

· Inform Dr Aruna and the EA at once of any delay, cancellation or change in the OT list.

· Collect the embryology board update and day’s beta-hCG results at Virugambakkam and share them with Dr Aruna and the EA.

· Track the day’s OT and procedure numbers for the EA’s dashboard.

4. Personal logistics: bags, belongings and food

· Keep a written checklist for Dr Aruna’s bags (handbag, laptop bag, OT bag) and check it every morning and before she leaves: laptop, charger, phone, documents, OT wear and other personal items.

( Can get this work done with House keeping staffs , DNA or Drivers )

· Receive her bags and belongings on arrival, keep them in the agreed place, and have them ready and packed at departure.

· Keep her room organised: files, signing folder, documents to read and items to carry home, each in its own fixed place.

· Arrange so that she does not have to move around the centre to fetch things; bring what she needs to her.

· Plan her meals each day: Milk Coffee time 11.30 -12 , lunch , Black coffee and a snack for evening and water at hand through the day. Coordinate with home and the driver

· Protect a meal break in the schedule with the EA, and remind her politely when it is time; hold non-urgent calls and visitors during that time.

· Coordinate with the driver for arrival and departure times, and let the driver know of any change.

5. Finishing on time and getting relieved

· At 3:00 pm, prepare a list of everything still pending for the day: patients still to be seen, reports to review, signatures, call-backs and IPD instructions.

· Bring all signatures and approvals in one signing folder at fixed times (around 1:00 pm and 4:00 pm), instead of one at a time through the day.

· Arrange the handover to the duty doctor or duty medical officer before she leaves: IPD patients, pending results and instructions.

· Politely redirect late, non-urgent requests to the next day or to the right person, so she can leave on time.

· Send items that are not finished to the EA for the next day’s plan, so nothing is lost.

· Track her actual leaving time every day against the agreed time.

6. Coordination with the Executive Assistant

· Follow the daily schedule set by the EA, and tell the EA at once of any change on the ground.

· Share the OPD status, OT updates, beta-hCG results and patient follow-ups at Virugambakkam with the EA, so the EA’s trackers stay correct.

· Send a short daily update to the EA by 5:00 pm: what was done, what is pending and what Dr Aruna has to decide.

· Cover basic EA tasks at the centre when asked, and the reverse.

7. Confidentiality and general responsibilities

· Handle patient, clinical, business and personal information with complete discretion.

· Follow A4’s confidentiality and data protection rules for patient files and documents.

· Take on other tasks assigned by Dr Aruna or the EA in line with the role.

Division of work: EA and PA

Executive Assistant (Office of the CD)

Personal Assistant (Virugambakkam)

Calendar for all centres, travel, conferences and talks

Running the day at Virugambakkam to that calendar

Projects, meetings, minutes and action tracker





Patient follow-ups and promises made during consultations

OT master schedule across centres

OT readiness at Virugambakkam: consents, investigations, family updates

Dashboards and MIS reports

Daily numbers and results from Virugambakkam fed to the EA

Communication with departments and external organisations

Communication with patients, families and centre staff

Next-day schedule and close-out

Bags, belongings, meals, signing folder and on-time departure

A typical day

Time Activity 8:00 am

Room ready; patient files, reports and OT paperwork checked

8:30 am

Receive Dr Aruna; bags in place

8:45 am

OPD and IPD status to Dr Aruna and the EA

9:00 am–1:00 pm

OPD and OT support: patient flow, handovers, family updates

1:00 pm

Signing folder; lunch break protected

3:00 pm to 5pm

Relieve Dr AA to meeting or Tambaram

Monday – VBM meet / CD meet 3-5pm , 5-7 pm VBM , 7-8 pm VLM

Tuesday – Tambaram 4-9 pm

Wednesday – CD meet / VBM meet 3-5 pm, followed by MD meet 5pm – 8 pm

Thursday – 3-4 pm Research , 4-5 pm Academics update or meet , 5-8 pm VBM evening OPD

Friday - Tambaram 4-9 pm

Saturday – 3-5 pm break , 5 – 8 pm OPD

4:00 pm – 5pm

Next-day OT list confirmed, bags checked against the list and handed over , Only to coordinate for VBM OPD apppoinments , daily update sent to the EA

5:00 pm

Relieved

CANDIDATE PROFILE:-

Qualifications and experience

· Graduate in any discipline. A nursing, allied health or hospital administration background is a plus.

· 1–3 years in a hospital as a patient coordinator, front office executive, nursing assistant or doctor’s assistant.

· Tamil essential; good spoken English.

· Basic computer skills: EMR, WhatsApp, Excel and Google Workspace.

· Familiarity with fertility treatments and medical terminology is a plus, or willingness to learn quickly.

Traits we are looking for

What it looks like

Caring

Patients and families feel looked after and respected

Anticipatory

Has things ready before they are asked for

Organised

Uses checklists; nothing is forgotten or misplaced

Punctual

Keeps fixed times for meals, signing and departure

Ownership

“I will get it done”, not “I informed them”

Polite but firm

Can say no to late, non-urgent requests on Dr Aruna’s behalf

Discreet

Handles patient and personal information with care

Calm under pressure

Stays steady on busy OPD and OT days

Not a fit for this role

Candidates who wait to be told every small task, forget follow-ups, cannot speak warmly with anxious patients, or cannot politely hold back non-urgent requests. The role also does not suit someone who talks about patient or personal matters.

KEY PERFORMANCE INDICATORS:-

Area Measure OPD patient trust

Patient files ready before OPD every day; promised call-backs closed on time (100%); fewer complaints about waiting or communication

IPD patient trust

Rounds at the fixed time; discharge summaries ready for signature on time; no family complaints of not being updated

OT patient trust

Next-day OT list confirmed by 4 pm; 100% consents and investigations complete before the slot; family updated after every procedure

Bags and belongings

Checklist done every morning and evening; zero items forgotten or misplaced

Meals

Meals and breaks on time on all working days, except emergencies

Finishing on time

Dr Aruna leaves Virugambakkam at the agreed time on at least 4 of 5 working days; no unsigned documents left at day end

Coordination with EA

Daily update sent to the EA by 5:00 pm; no schedule change missed

Overall

Dr Aruna’s feedback on patient trust, a smoother day and timely relief

Pay: ₹600,000.00 - ₹800,000.00 per year

Perks:

- Health insurance
- Paid sick time
- Paid time off
- Provident Fund

Application Question(s):

- Are you an Immediate Joiner ?
- Do you have Relevant Experience ?
- Are you Flexible to work after your Shift when its Required ?

Work Location: In person

📌 Personal Assistant to Managing Director (Chennai)
🏢 A4 Fertility and Maternity Centre
📍 Chennai