Front Desk Executive / Receptionist

JOB DESCRIPTION – RECEPTIONIST / FRONT DESK EXECUTIVE

• *Company:** DermaPlast Aesthetic \& Hair Transplant Clinic
• *Industry:** Healthcare – Hair Transplant, Skin \& Aesthetic Treatments
• *Designation:** Receptionist / Front Desk Executive
• *Job Location:** Panvel, Mumbai
• *Experience Required:** 1–3 Years (Healthcare / Clinic Experience Preferred)

Job Summary

We are looking for a presentable, professional, and customer\-oriented **Receptionist / Front Desk Executive** to manage front\-office operations, patient coordination, appointment scheduling, billing, and administrative activities at our hair transplant and aesthetic clinic.

The candidate will be responsible for delivering an excellent patient experience, maintaining accurate records, and ensuring smooth coordination between patients, doctors, technicians, and clinic management.

Key Roles \& Responsibilities1\. Front Desk \& Patient Reception

• Welcome and greet patients and visitors professionally and courteously.
• Attend incoming calls, WhatsApp enquiries, and walk\-in patients.
• Understand patient requirements and guide them regarding available consultations and services.
• Maintain a clean, organized, and professional reception area.
• Ensure a comfortable and positive experience for every patient visiting the clinic.

2\. Appointment Scheduling \& Patient Coordination

• Schedule, confirm, reschedule, and manage patient appointments.
• Coordinate with doctors, consultants, and technicians regarding appointment availability.
• Maintain accurate appointment records and daily consultation schedules.
• Send appointment confirmations and reminders through calls or WhatsApp.
• Minimize patient waiting time through effective appointment coordination.

3\. Patient Registration \& Documentation

• Register new patients and update existing patient information in the clinic management software.
• Maintain accurate patient records, consultation details, and treatment histories.
• Collect and verify required patient information and documentation.
• Ensure patient confidentiality and proper handling of sensitive information.
• Maintain patient files and relevant administrative records.

4\. Consultation \& Treatment Coordination

• Coordinate patient consultations for hair transplant, PRP, GFC, skin, and aesthetic treatments.
• Guide patients through registration, consultation, billing, and treatment scheduling.
• Coordinate with doctors and clinical teams for smooth patient movement.
• Maintain records of consultation appointments, treatment bookings, and follow\-ups.
• Assist patients with non\-clinical information regarding treatment packages, schedules, and payment procedures.

5\. Billing, Payment Collection \& Reconciliation

• Generate consultation and treatment invoices accurately.
• Collect payments through cash, UPI, debit/credit cards, and bank transfers.
• Maintain records of patient advances, pending payments, and treatment package collections.
• Prepare and submit daily collection reports to the Accounts Department.
• Reconcile daily receipts with invoices and payment records.
• Ensure accurate and timely reporting of financial transactions.

6\. Patient Follow\-ups \& Customer Service

• Conduct follow\-up calls for scheduled consultations and treatment appointments.
• Coordinate with patients regarding treatment bookings, appointment reminders, and pending documentation.
• Handle patient queries and concerns professionally.
• Escalate clinical concerns to doctors and unresolved service complaints to management.
• Maintain positive patient relationships through courteous communication.
• Collect patient feedback and support service improvement initiatives.

7\. Clinic Administration \& Coordination

• Maintain daily appointment registers, patient records, and front\-office reports.
• Coordinate with housekeeping to maintain cleanliness and hygiene in the reception and waiting areas.
• Monitor availability of front\-office stationery and administrative supplies.
• Coordinate with HR, Accounts, Operations, and Clinical Departments as required.
• Support smooth daily clinic operations and administrative activities.

8\. Reporting \& MIS

• Prepare daily reports on patient walk\-ins, consultations, appointments, and collections.
• Maintain records of new patient registrations and treatment bookings.
• Track appointment cancellations, rescheduling, and patient follow\-ups.
• Submit accurate daily and monthly MIS reports to the Branch Manager / Management.
• Ensure timely updating of patient and operational information in the clinic software.

Required Skills \& Competencies

• Excellent verbal and written communication skills.
• Professional appearance, grooming, and interpersonal skills.
• Strong customer service and patient\-handling abilities.
• Proficiency in MS Excel, MS Word, email, and clinic management software.
• Good telephone etiquette and WhatsApp communication skills.
• Basic knowledge of billing, payment collection, and reconciliation.
• Ability to multitask and manage a busy reception area.
• Strong organizational skills and attention to detail.
• Patience, empathy, confidentiality, and problem\-solving skills.
• Fluency in English, Hindi, and the local language is preferred.

Educational Qualification

• Graduate in any discipline.
• Candidates with a diploma or certification in Front Office Management, Hospital Administration, or Hospitality Management will be preferred.
• Previous experience in a hair transplant clinic, skin clinic, aesthetic centre, hospital, or healthcare organization will be an added advantage.

We are seeking a candidate who is **confident, well\-groomed, polite, responsible, and patient\-focused**, with the ability to manage front\-office responsibilities independently.

The ideal candidate should possess excellent communication skills, a service\-oriented attitude, and the ability to handle patient enquiries, appointments, billing, and clinic coordination efficiently.

Pay: ₹8,800\.00 \- ₹15,000\.00 per month

Work Location: In person