Clinic Administrator/Receptionist

Job Description & Requirements – Clinic Receptionist

Position: Clinic Receptionist / Front Desk Executive
Employment Type: Full-Time / Part-Time
Industry: Physiotherapy / Healthcare

Job Overview

We are looking for a responsible, organised, and service-oriented receptionist to manage the day-to-day front desk operations of our physiotherapy clinic.

As the first point of contact for patients, you will play an important role in creating a professional and welcoming experience while ensuring that appointments, payments, enquiries, and administrative matters are handled accurately and efficiently.

The ideal candidate should be proactive, dependable, detail-oriented, and able to work independently without requiring constant supervision.

Key Responsibilities

Patient Reception & Customer Service

• Welcome and attend to patients professionally and courteously.

• Respond promptly to phone calls, WhatsApp messages, and patient enquiries.

• Assist patients with appointment bookings, rescheduling, cancellations, and general clinic enquiries.

• Provide clear and accurate information regarding clinic services, appointment procedures, fees, and administrative matters.

• Manage difficult or dissatisfied patients professionally and escalate issues when necessary.

• Maintain patient confidentiality and professionalism at all times.

Appointment & Schedule Management

• Manage physiotherapists' appointment schedules efficiently.

• Confirm upcoming appointments and follow up with patients when required.

• Handle cancellations and rescheduling promptly to minimise empty appointment slots.

• Maintain an organised waiting list and contact patients when earlier appointment slots become available.

• Ensure sufficient time is allocated according to appointment type and clinic procedures.

• Communicate schedule changes promptly to patients and clinicians.

Payments & Administrative Duties

• Collect and process patient payments accurately.

• Issue receipts and invoices where required.

• Handle packages, outstanding payments, deposits, and other transactions according to clinic policies.

• Perform daily reconciliation of payments and t