Admin / Front office Manager

Job Description: Admin and Front office Manager – Aesthetic / Pain Clinic
Clinic Operations & Administration
Job Type: Full-time
Location: Chennai / Saidapet
Reports To: Clinic Manager / Clinic Director
Job Summary
We are looking for a well-organised, presentable, and customer-focused Front Office Administrator
to manage the day-to-day front office operations of our aesthetic clinic. The ideal candidate will be
responsible for patient coordination, appointment scheduling, customer service, administrative
duties, billing, cash handling, and basic accounting.
The candidate should have excellent communication skills, a professional attitude, attention to
detail, and the ability to ensure a smooth, welcoming, and seamless patient experience.
Key Responsibilities
1. Front Office & Clinic Administration
• Welcome patients and visitors warmly and professionally.
• Manage patient registration, appointments, enquiries, and check-ins.
• Schedule, confirm, reschedule, and follow up on appointments.
• Maintain accurate patient records, consent documentation, and appointment registers.
• Coordinate appointments between patients, doctors, therapists, and other clinic staff.
• Manage incoming calls, emails, WhatsApp enquiries, and other communication channels.
• Maintain the reception area and ensure the clinic is organised and presentable.
• Monitor stationery, office supplies, and other front office requirements.
• Maintain patient confidentiality and follow clinic policies and procedures.
2. Customer Service & Patient Coordination
• Provide accurate information about clinic services, treatments, packages, and appointment
procedures within the scope of training.
• Handle patient enquiries, feedback, and complaints politely and efficiently.
• Coordinate pre-treatment instructions and post-treatment follow-ups as directed by the
clinical team.
• Follow up with prospective patients and existing patients regarding appointments and
enquiries.
• Support patient retention through professional communication and service reminders.
• Assist patients with billing queries and direct medical or treatment-related questions to the
appropriate clinician.
• Maintain a high standard of patient satisfaction and service quality.
3. Billing & Basic Accounting
• Prepare invoices, bills, receipts, and payment records.
• Collect payments through cash, card, UPI, bank transfer, and other approved payment
methods.
• Maintain daily cash records and reconcile collections against billing reports.
• Record daily income, expenses, refunds, discounts, and outstanding payments.
• Maintain petty cash records and supporting expense receipts.
• Track patient treatment packages, prepaid services, balances, and payment dues.
• Assist with maintaining basic accounting records using Excel, Tally, or other clinic software.
• Prepare daily collection summaries and periodic basic financial reports for management.
• Coordinate with the accountant for bookkeeping, bank reconciliation, and documentation
required for GST and other statutory compliance.
• Ensure that all financial transactions are properly documented and authorised.
4. General Operations & Reporting
• Maintain daily attendance, appointment, and administrative registers as required.
• Coordinate with clinic staff to ensure efficient daily operations.
• Prepare daily reports on appointments, enquiries, patient visits, collections, and pending
payments.
• Support management with administrative tasks and operational improvements.
• Adhere to clinic hygiene, safety, data privacy, and professional conduct standards.
Required Qualifications & Skills
• A graduate degree in Commerce, Business Administration, Nursing, Hospital Management, B.Pharm, or a related field is
preferred.
Working Conditions: Full-time, clinic-based role. Working hours and weekly off will be as per
clinic policy.

Work arrangement
No