Branch Operations Manager

Branch In-charge

Role Summary:
The BRI is responsible for branch operations control, reporting accuracy, inventory management, sales and collection tracking, and financial discipline at the branch level. The role ensures proper coordination between the branch, MSEs, and Head Office while maintaining audit readiness.

1. Daily Responsibilities

A. Branch Operations & Monitoring

• Verify and submit the Branch Opening Report with confirmed attendance.
• Ensure smooth coordination of daily branch activities.
• Co-ordinate with Stores, Audit team, Billing Accounts, and HR on a regular basis for compliance.

B. Activity & Performance Reporting

• Prepare Daily Work Report:
• Doctor visits and follow-ups
• Surgeries attended
• I C wise coordination with operations.
• MSE-wise activity summary
• Tray movement and Tally updation.

C. Petty Cash & Expense Control

• Maintain Daily Petty Cash Report:
• Record and verify all expenses (tray delivery, collection, local expenses)
• Acknowledgement and scan copy
• Ensure bills/supporting documents are available
• Track daily cash balance and avoid discrepancies

D. Surgery & Tray Management

• Report Daily IC (Surgery) Details
• Maintain Daily Tray Usage Report:
• Trays issued and returned
• Implant usage tracking
• Surgery count (day-wise/month-wise)

E. Sales & Collection Tracking

• Update Daily Sales Report (MTD & day-wise)
• Track MSE target vs achievement
• Maintain Daily Collection Report:
• Record collections received
• Identify overdue accounts
• Coordinate with MSEs for priority follow-ups
• Collection vs target

F. Payment Handling

• Handle daily collection receipts (cash/cheque/RTGS details) Invoice vs details.
• Ensure timely deposit/update of collections within 24 hours.
• Maintain proper acknowledgements and documentation
• Coordinate with HO for payment confirmation and adjustments

G. Closing & Compliance

• Submit Daily Closing Report:
• Surgeries, collections, expenses summary
• Share report via WhatsApp & Mail
• Verify tray stock with system (DB):
• Update whiteboard
• Share stock photo
• Follow up with HO for Tax Invoice processing

Documentation

• Dispatch details
• Acknowledgement Invoices
• Instrument pending with HO
• Bill pending details

2. Weekly Responsibilities
A. Planning

• Prepare Weekly Plan Report:
• Doctor visit plan from MSEs
• Expected case targets

B. Performance Review

• Prepare Weekly MOM:
• Weekly target vs achievement (case & value)
• Hospital-wise outstanding tracking
• New doctor visits and conversion plans

C. Collection Follow-up

• Review the ageing of outstanding
• Highlight critical overdue accounts to management
• Ensure structured follow-up plan with MSEs
• CS outstanding and Instrument details

3. Monthly Responsibilities
A. Sales & Performance

• Monthly Sales Report
• Finalized Sales Report (tray & implant details)

B. Doctor & Activity Reports

• Doctor Visit & Case Report
• Doctor-wise Sales Report
• Ensure full doctor coverage by MSEs
• Uncovered doctors
• Sponsored doctors

C. Stock Management & Audit

• Prepare Monthly Stock Report
• Acknowledgement of ICs replacement and invoices
• Conduct Monthly Physical Stock Audit:
• Verify trays, implants, and consumables
• Reconcile physical stock vs system stock
• Report variances immediately
• Ensure accountability for shortages/excess

D. Collection & Receivables Tracking

• Prepare Monthly Collection Report:
• Opening outstanding
• Current month sales
• Collections received
• Closing outstanding
• Perform collection reconciliation with HO records
• Maintain proper aging analysis and risk accounts list

E. Petty Cash & Expense Control

• Submit Monthly Petty Cash Statement:
• Opening balance, expenses, closing balance
• Bill verification and audit readiness
• Ensure expenses are within approved limits

F. Payment & Financial Coordination

• Ensure all collections are properly accounted for
• Track pending payments, approvals, and adjustments
• Coordinate with HO for ledger reconciliation

4. Annual / Periodic Responsibility

• Prepare Annual Branch Performance Report:
• Target vs achievement (monthly & yearly)
• Coordinate for Expense vs revenue analysis of the branch
• Collection efficiency
• Support audits and management reviews

5. Key Control Areas (Critical Accountability)

• Stock Accuracy Zero mismatch between physical and system stock
• CollectionsTimely follow-up and reduction in outstanding
• Petty Cash No misuse or unsupported expenses
• Payments Proper documentation and tracking
• Deposits All deposits to be made within 24 hours of receipt.
• Reporting 100% accuracy and timeliness