Back Office Executive

We are looking for a polite, well-organized, and patient-focused Receptionist to manage the front desk operations across our clinics. The role is critical in creating a positive first impression, managing patient flow, handling appointments, coordinating with audiologists, and supporting a smooth and professional clinic experience.

Key Responsibilities:

1. Patient Greeting & First Interaction:

• Greet patients and attendants politely and professionally upon arrival.

• Ensure a warm, calm, and supportive environment for patients.

• Act as the first point of contact for all walk-ins, calls, and enquiries.

2. The brand Introduction & Engagement:

• Introduce patients to brand's and services.

• Share information related to:

o Website

o Instagram / social media pages

o Services offered

• Assist patients with QR code scanning for:

o Website access

o WhatsApp contact

o Social media pages

3. Appointment & Queue Management:

• Check and confirm pre-booked appointments.

• Manage walk-in patients and slot availability.

• Generate tokens and manage patient queue effectively.

• Inform patients about waiting time and appointment status.

4. Patient Registration & Data Entry:

• Collect and verify patient details:

o Name

o Age

o Contact number

o Reference source

o Reason for visit

• Create or update patient records accurately in the system / CRM.

5. Waiting Area Management:

• Guide patients to the waiting area.

• Ensure availability of:

o Educational reading material

o Service brochures

• Ensure informational videos are running (hearing awareness, services, success stories).

• Maintain cleanliness and comfort in the waiting area.

6. CRM & Follow-Up Coordination:

• Enter visit details, trials, and follow-up information into CRM.

• Support CRM reminders for:

o Trial follow-up calls

o Appointment reminders

o Post-sales feedback calls

• Coordinate with audiologists for smooth patient handover

7. Billing & Administrative Support:

• Assist with billing coordination and receipt sharing (as required).

• Handle basic documentation, patient files, and reports.

• Support clinic administrative tasks as assigned.

8. Communication & Coordination:

• Handle incoming calls, WhatsApp messages, and patient enquiries.

• Coordinate between patients, audiologists, sales staff, and backend teams.

• Escalate patient concerns or issues to the clinic head or audiologist promptly.

• It is a Full Time Back Office / Data Entry job for candidates with 6 months - 2 years of experience.