Roles and Responsibilities

- Patient Greeting and Front Desk/Operations Management
- Greet and welcome patients, clients, guests, consultants, doctors, and visitors professionally, both in person and over the telephone.
- Provide courteous and professional assistance to patients, doctors, staff, visitors, and other stakeholders.
- Maintain a professional appearance and grooming standards as per company policy.
- Ensure the reception area maintains a welcoming ambience, including sound, visual displays, cleanliness, brochures, standees, notices, and television displays.
- Patient Registration and Appointment Management
- Assist patients in completing registration forms and enter their information accurately into the clinic's software system.
- Schedule, book, reschedule, and confirm OPD, follow-up, and corporate health check appointments, both online and directly through the software.
- Organize appointments efficiently to minimize patient waiting times, especially during peak hours.
- Monitor patient arrival and departure times, maintain accurate appointment records, and ensure smooth patient flow in coordination with relevant departments.
- Contact patients who miss their initial or follow-up appointments to reschedule visits and record the reasons for missed appointments.
- Schedule follow-up examinations and coordinate appointment-related requirements with the concerned teams.
- Patient Coordination and Communication
- Handle incoming telephone calls and patient inquiries professionally, direct calls to the appropriate departments, and maintain records of relevant inquiries.
- Notify the concerned departments of patient arrivals and coordinate with doctors, diagnostic teams, operations staff, and other departments to ensure timely service.
- Maintain effective communication with all relevant team members to facilitate smooth clinic operations.
- Respond promptly and professionally to emails received through the general office email account, including corporate health check appointment inquiries.
- Billing, Payments, and Petty Cash Management
- Collect patient payments, generate receipts, and ensure billing transactions are recorded accurately.
- Complete daily patient billing, reconcile accounts,



and close all pending transactions before leaving at the end of the day.
- Manage petty cash, maintain accurate records, and monitor pending bills and payments.
- Ensure all financial records and supporting documents are properly maintained and submitted as required.
- Laboratory Reports and Documentation
- Retrieve laboratory reports from the laboratory at regular intervals in coordination with the operations team.
- Organize and maintain laboratory reports alphabetically to ensure easy retrieval and proper documentation.
- Maintain accurate patient records, appointment logs, and other relevant administrative documents.
- Prepare and maintain records of patient appointment timings, including arrival and departure times, and compile monthly reports for submission to the Centre Manager.
- Patient Feedback and Service Quality
- Encourage patients and clients to complete OPD and health check feedback forms and collect the completed forms.
- Support the delivery of a positive patient experience by addressing general queries and coordinating with the appropriate teams to resolve concerns.
- Monitor patient waiting times and follow established patient-flow standards to ensure efficient service delivery.
- Clinic Hygiene, Ambience, and Housekeeping Coordination
- Monitor the cleanliness and hygiene of the reception area, water counters, washrooms, and other patient-facing areas.
- Inform the housekeeping team promptly of any hygiene or maintenance issues requiring attention.
- Ensure brochures, notices, standees, television displays, and other visual materials are presentable, current, and properly arranged.
- Help maintain a clean, comfortable, and professional clinic environment.
- Inventory and Courier Management
- Monitor office supplies and inventory levels, place orders when required, and maintain appropriate stock records.
- Receive, unpack, sort,



and distribute daily courier deliveries to the appropriate departments or personnel.
- Reporting and Administrative Responsibilities
- Prepare and circulate daily operational reports to all concerned team members.
- Maintain accurate IN and OUT appointment timing records and submit monthly reports to the Centre Manager.
- Follow established office routines, schedules, procedures, and protocols.
- Perform any additional duties assigned by the Centre Manager, Reception Manager, or management.
- Confidentiality and Professional Conduct
- Maintain strict confidentiality of all patient information, medical records, laboratory reports, test results, and personal details of doctors and staff.
- Handle sensitive documents and information responsibly and in accordance with organizational policies and procedures.
- Demonstrate integrity, professionalism, accountability, and a patient-focused approach at all times.

Key Competencies and Requirements

- Self-motivated, responsible, and well-organized.
- Ability to work effectively both independently and as part of a team.
- Ability to work efficiently in a rapid-paced, high-pressure environment.
- Strong verbal and written communication skills.
- Good interpersonal, coordination, and customer service skills.
- Accuracy in data entry, appointment scheduling, billing, and record maintenance.
- Ability to multitask, prioritize responsibilities, and manage time effectively.
- Proficiency in computer operations, email communication, and appointment management software.
- Strong attention to detail and commitment to patient confidentiality.
- Professional grooming and adherence to company policies and procedures.

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Ability to commute/relocate:

- Vashi, Navi Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Required)

Education:

- Bachelor's (Preferred)

Experience:

- Operations: 3 years (Preferred)
- total work: 3 years (Preferred)
- Business development: 2 years (Preferred)
- Customer relationship management: 2 years (Preferred)
- Diagnostic Centres: 2 years (Preferred)

Work Location: In person

📌 Operations Executive (Vashi)
🏢 Excellas Clinics
📍 Vashi