Front Office Assistant

Overview

The Front Office Assistant plays a key role in ensuring a welcoming and efficient patient experience in a hospital setting. Responsibilities span patient registration, appointment scheduling, communication management, and billing while maintaining confidentiality and adherence to hospital protocols.

Primary Duties

• Greet patients and visitors warmly, offering support and comfort throughout their hospital visit.
• Register new patients by creating precise patient records and affixing barcodes to registration files.
• Manage patient files and registration cards meticulously.
• Arrange both new and follow-up appointments aligning with doctors' availability.
• Promptly answer incoming phone calls within the set time, route them appropriately, and address patient inquiries courteously.
• Coordinate communication between hospital departments using email and internal tools like Turbo Note.
• Report critical issues immediately to the Team Leader, Manager, or Assistant Director – Administration.
• Handle outpatient department billing accurately and collect payments according to hospital guidelines.
• Capture patient photos via Facial Recognition Application at registration.
• Direct patients to relevant departments (e.g., diagnostics, laboratory) post consultation.
• Update patient details daily in Excel sheets and submit MIS reports to the HOD daily.
• Ensure error-free documentation for patient registration, reservations, and admissions.
• Maintain confidentiality and secure handling of patient and hospital records.
• Keep reception and waiting areas clean, orderly, and welcoming.
• Monitor front office supplies and communicate replenishment needs to management.
• Provide patients with information regarding hospital services, departments, and procedures.
• Assist patients and visitors in completing required documentation and forms.
• Adhere to hospital policies, front office protocols, and patient service standards consistently.

Work Environment

• Perform duties across various Front Office desks including Helpdesk, Operator, Admission Counter, and OPD Counter based on manager assignments.
• Work is organized in rotational shifts covering weekends and holidays.
• Role includes direct interaction with patients and visitors.