Clinic Manager (Front Desk & Clinic Administration Executive)

Role Overview
We are looking for a responsible, professional and well-organised Front Desk & Clinic Administration Executive who can independently manage the front desk and support the day-to-day administrative functioning of Kneev Orthopaedic Center.
This is not purely a receptionist role. The candidate should be comfortable handling patients, appointments, billing, basic accounts, payments, records, staff coordination and routine clinic administration.
Key Responsibilities
Patient Reception & Front Desk
Welcome patients professionally and courteously.
Register new patients and maintain accurate patient information.
Manage appointments, walk-in patients and waiting times.
Coordinate appointments for doctor consultation, physiotherapy, X-ray, procedures and follow-up visits.
Answer incoming phone calls and respond appropriately to patient enquiries.
Handle clinic WhatsApp enquiries and appointment requests.
Guide patients regarding available clinic services without providing independent medical advice.
Maintain a professional and calm environment at the reception.
Appointment & Patient Follow-up
Confirm upcoming appointments.
Follow up with patients who have been advised investigations, physiotherapy, procedures or review consultations.
Coordinate postoperative and treatment follow-up appointments.
Maintain a list of pending patient follow-ups.
Reduce missed appointments through appropriate reminders.
Coordinate between the doctor, physiotherapist, radiology technician and patients.
Billing & Payments
Generate consultation, physiotherapy, X-ray, procedure and other clinic bills.
Collect payments through cash, UPI, card and other approved payment modes.
Maintain accurate daily payment records.
Provide receipts and invoices to patients.
Perform end-of-day cash and payment reconciliation.
Ensure that billing and payment entries match actual collections.
Identify and immediately report discrepancies.
Basic Accounts & Expense Management
Maintain daily income and expense records.
Enter clinic expenses accurately.
Maintain bills, invoices, receipts and payment records.
Track petty cash.
Maintain vendor payment records.
Assist in preparing monthly income/expense summaries for management/accountant.
Maintain organized digital and physical financial records.
The candidate does not need to be a professional accountant, but should be comfortable with numbers, Excel/Google Sheets and basic accounting concepts.
Clinic Administration
Maintain patient files and administrative documentation.
Coordinate requirements between front desk, doctor, physiotherapy, nursing and radiology.
Maintain stationery and commonly used clinic supplies.
Monitor stock levels and inform management before supplies run out.
Coordinate with vendors when instructed.
Maintain records of purchases and deliveries.
Ensure reception and patient-facing areas remain organized.
Help monitor routine opening and closing requirements of the clinic.
Escalate operational issues promptly to management.
Software & Computer Work
Clinic/EMR software
WhatsApp
Email
Microsoft Excel or Google Sheets
Microsoft Word / Google Docs
Digital payment applications
Basic online portals and web applications
Training will be provided for clinic-specific software such as the EMR system.
Candidate Profile
Education: Graduate preferred. B.Com, BBM, BBA, healthcare administration or similar qualification would be advantageous.
Experience: Preferably 2+ years of experience in hospital/clinic front office, medical reception, billing, administration, customer service or accounts/data entry. Healthcare experience is preferred, but a strong candidate from another professional service environment may also be considered.
Language Requirements
Kannada - fluent (essential)
English - good spoken and written communication (essential)
Hindi - preferred
Telugu or Tamil - additional advantage
Essential Skills & Personality
Polite and patient while dealing with patients
Professional in appearance and communication
Reliable and punctual
Comfortable taking responsibility independently
Organized and systematic
Good with numbers and payment reconciliation
Comfortable using computers
Able to multitask during busy clinic hours
Able to communicate confidently over telephone and WhatsApp
Able to maintain confidentiality of patient information
Honest and trustworthy when handling cash and financial information
Willing to learn new software and clinic processes
Stable and looking for a reasonably long-term position
Able to follow systems and instructions consistently
Important Selection Criteria
1. Stability in previous employment - frequent unexplained job changes should be screened carefully.
2. Good communication skills - especially telephone communication and patient interaction.
3. Computer proficiency - candidate should be able to independently work on Excel/Google Sheets and clinic software.
4. Numerical accuracy - billing and cash-handling ability is important.
5. Ownership mentality - ability to notice problems and take appropriate action rather than waiting for instructions for every small issue.
6. Professional behaviour - respectful interaction with patients, doctors and other staff.
7. Integrity - particularly regarding cash, billing, patient information and clinic records.
8. Attendance and punctuality - reliability is a major requirement.
Candidates We Would Prefer to Avoid
Candidates looking only for a temporary position.
Candidates who have repeatedly left previous jobs within a few months without reasonable explanation.
Candidates uncomfortable handling cash or accounts.
Candidates with very poor computer skills.
Candidates who cannot communicate clearly with patients.
Candidates unwilling to handle responsibilities beyond answering calls.
Candidates who require constant supervision for routine administrative work.
Candidates uncomfortable using WhatsApp, Excel or clinic software.
Ideal Candidate
The ideal candidate would be someone with previous clinic/hospital front-office experience, good Kannada and English communication, basic accounts knowledge, good computer skills, and the maturity to independently manage reception and routine clinic administration.
The objective is to recruit someone who can eventually become a dependable front-office administrator for Kneev Orthopaedic Center, rather than somebody who performs only basic receptionist duties.

Work arrangement
No