Front Desk Administrator

Overview

The Clinic Operations Executive is tasked with managing the daily administrative and operational activities of a physiotherapy clinic. This position ensures the clinic operates efficiently and delivers excellent patient care, encompassing responsibilities from patient scheduling to inventory maintenance and staff management.

Key Responsibilities

• Manage daily clinic functions to guarantee smooth and efficient operations.
• Facilitate communication and coordination among physiotherapists, front desk personnel, and management.
• Adhere to clinic standards regarding policies, procedures, and hygiene protocols.
• Schedule patient appointments effectively to maximize therapist availability and maintain patient flow.
• Respond to patient inquiries and manage bookings, rescheduling, and cancellations while minimizing wait times.
• Engage with patients through cold calling and follow-ups to increase new patient acquisition and foster patient retention.
• Oversee clinic inventory, ensuring supplies and equipment are well-stocked and properly maintained.
• Keep accurate patient records, billing, treatment histories, and safeguard data confidentiality.
• Produce regular reports concerning clinic performance, patient traffic, and financial outcomes.
• Monitor staff attendance, schedule shifts to ensure coverage, and coordinate with HR as necessary.
• Aid in billing, invoicing, payment collection, and assist management with budgeting and controlling expenses.

Qualifications & Skills

• Bachelor’s degree in Healthcare Administration, Business Administration, or a related discipline.
• Experience in operations or clinic management preferably within healthcare environments.
• Excellent organizational skills and ability to multitask efficiently.
• Strong interpersonal and communication capabilities.
• Proficiency in Microsoft Office and clinic management software tools.
• Capability to handle patient interactions with professionalism and empathy.

Preferred Attributes

• Background or experience in physiotherapy or similar healthcare setting.
• Basic knowledge of medical terminology.
• Problem-solving abilities with keen attention to detail.
• Leadership qualities and team management experience.

Performance Metrics

• Patient satisfaction and repetition of visits.
• Utilization rates for appointments.
• Accuracy and reliability of records and reporting.
• Efficiency of inventory management and financial control.
• Staff attendance adherence and discipline in operations.