Front Office Administrator & Accounts Executive

Department: Administration & Customer Care
Industry: Healthcare – Aesthetic Medicine & Pain Management
Location: Saidapet, Chennai
Employment Type: Full-Time
Reports To: Clinic Manager / Clinic Director

1. Job Summary

We are looking for a well-organised, professional, and patient-friendly Front Office Administrator with basic accounting knowledge to manage the daily front office operations, patient coordination, appointment scheduling, billing, and routine accounting activities of an aesthetic and pain management clinic.

The ideal candidate should possess excellent communication and customer service skills, attention to detail, and the ability to maintain accurate financial and patient records while ensuring a smooth and professional patient experience.

2. Key ResponsibilitiesA. Front Office & Patient Management

- Welcome patients and visitors professionally and ensure a positive patient experience.
- Manage incoming calls, WhatsApp enquiries, emails, and walk-in enquiries.
- Schedule, confirm, reschedule, and follow up on patient appointments.
- Coordinate consultations, aesthetic treatments, pain management procedures, and follow-up visits.
- Register new patients and update existing patient details in the clinic management system.
- Maintain patient files, consent forms, appointment records, and other relevant documentation.
- Explain consultation fees, treatment packages, and payment procedures to patients.
- Coordinate with doctors, nurses, therapists, and other clinical staff to ensure smooth patient flow.
- Handle patient queries and complaints professionally and escalate clinical concerns to the appropriate medical personnel.
- Maintain patient confidentiality and comply with clinic policies and applicable healthcare regulations.

B. Billing & Cash Management

- Prepare patient bills, invoices, receipts, and payment acknowledgements.
- Generate accurate bills for consultations, aesthetic treatments, pain management services, and other procedures based on authorised price lists.
- Collect payments through cash, UPI, credit/debit cards, bank transfers, and other approved payment methods.
- Maintain daily cash collection and payment records.
- Reconcile daily collections against bills, receipts, and payment gateway or bank records.
- Track outstanding payments and follow up on pending dues.
- Maintain records of advance payments, treatment packages, discounts, refunds, and cancellations.
- Ensure all discounts, refunds, and billing adjustments are approved by the authorised person.
- Prepare daily collection reports and submit them to the management.

C. Basic Accounting & Bookkeeping

- Maintain day-to-day financial records using Excel, accounting software, or the clinic's designated system.
- Record daily income, expenses, receipts, and payments accurately.
- Enter and organise purchase invoices, expense vouchers, and other supporting financial documents.
- Maintain petty cash records and ensure proper documentation of all transactions.




- Assist in bank reconciliation and verification of payment transactions.
- Maintain records of vendor bills, supplier payments, and outstanding liabilities.
- Assist in tracking monthly operational expenses and preparing basic financial summaries.
- Coordinate with the external accountant or Chartered Accountant for bookkeeping, GST documentation, and other accounting requirements.
- Maintain organised records for internal audits, financial reviews, and statutory compliance.
- Ensure that all financial transactions are supported by appropriate documentation.

D. Administrative & Operational Responsibilities

- Maintain daily attendance records and coordinate staff schedules where required.
- Monitor stationery, front office supplies, and other administrative requirements.
- Assist in maintaining records of clinic purchases and service-related expenses.
- Coordinate with vendors and service providers regarding invoices and payments.
- Ensure the reception area is clean, organised, and professionally maintained.
- Prepare daily, weekly, and monthly operational reports as required by management.
- Assist the clinic manager with administrative tasks and operational coordination.
- Follow standard operating procedures for opening and closing the clinic.

E. Patient Follow-Up & Service Coordination

- Coordinate appointment reminders and follow-up visits.
- Maintain records of patient enquiries, consultations, and treatment bookings.
- Follow up with patients regarding scheduled appointments and outstanding payments.
- Coordinate treatment package bookings and session tracking.
- Assist in patient feedback collection and service-quality monitoring.
- Support patient retention and clinic service initiatives without making unauthorised medical claims or recommendations.

3. Qualifications & Experience

- Graduate in Nursing, Allied Medical Services, Administration, Accounting, or a related field preferred.
- Minimum 1–3 years of experience in front office administration, billing, accounts, or customer service.
- Experience working in an aesthetic clinic, pain management clinic, hospital, polyclinic, or healthcare facility will be an advantage.
- Basic knowledge of accounting principles, bookkeeping, cash handling, and bank reconciliation.
- Familiarity with Tally, Zoho Books, or similar accounting software is desirable.
- Proficiency in Microsoft Excel, Word, email, and digital payment systems.
- Knowledge of GST invoicing and basic Indian accounting practices is preferred.

4. Required Skills & Competencies

- Excellent verbal and written communication skills.
- Professional, courteous, and patient-focused approach.




- Strong numerical ability and attention to detail.
- Good organisational and multitasking skills.
- Ability to maintain accurate financial and administrative records.
- Valuable problem-solving and time-management abilities.
- Ability to handle confidential patient and financial information responsibly.
- Ability to coordinate effectively with doctors, nurses, therapists, patients, and management.
- Integrity, accountability, punctuality, and a professional attitude.

5. Key Performance Indicators (KPIs)

Performance will be evaluated based on the following:

- Appointment Management: Accuracy of scheduling and minimisation of appointment-related errors.
- Billing Accuracy: Correct and timely generation of bills and receipts.
- Daily Cash Reconciliation: Accurate reconciliation and reporting of daily collections.
- Accounting Records: Timely and accurate maintenance of income, expenses, and supporting documents.
- Outstanding Payments: Effective tracking and follow-up of pending dues.
- Patient Experience: Professional handling of enquiries, complaints, and patient interactions.
- Record Maintenance: Proper organisation and timely updating of patient and financial records.
- Reporting: Timely submission of daily, weekly, and monthly reports.
- Compliance: Adherence to clinic policies, confidentiality requirements, and authorised billing procedures.
- Operational Efficiency: Smooth coordination between the front office and clinical team.

6. Reporting & Accountability

The Front Office Administrator will report to the Clinic Manager or Clinic Director and will be responsible for the accuracy of front office records, billing documentation, daily collection reports, and assigned bookkeeping activities.

All financial discrepancies, unauthorised discounts, refunds, billing disputes, and irregularities must be reported promptly to the designated authority.

7. Scope of Authority

- Schedule appointments and coordinate patient visits.
- Generate bills and receipts in accordance with approved rates.
- Collect payments and maintain financial records.
- Prepare routine administrative and accounting reports.
- Process refunds, discounts, and financial adjustments only with appropriate authorisation.
- Escalate clinical questions, medical emergencies, and treatment-related concerns to qualified clinical personnel.
- Maintain confidentiality and ensure secure handling of patient and financial records.

8. Working Conditions

- Full time position based at the clinic.
- Working hours and weekly off as per clinic policy.
- May be required to work on weekends or during extended clinic hours, depending on operational requirements.

Ideal Candidate: A dependable and patient-oriented professional who can efficiently manage reception, patient coordination, billing, cash handling, and basic accounting while maintaining high standards of accuracy, confidentiality, and service quality.

Pay: From ₹17,000.00 per month

Work Location: In person

📌 Front office Admin and Customer Relations (India)
🏢 AksharaShree Corporate Services
📍 India