Hospital Receptionist

Hospital Receptionist Role & Responsibilities

Department: Front Office / Administration
Designation: Hospital Receptionist / Front Office Executive
Reports To: Front Office Manager / Hospital Administrator

Job Summary:

Responsible for welcoming patients and visitors, managing appointments, handling front-desk enquiries, coordinating patient registration, and ensuring smooth front-office operations.

Key Responsibilities

1. Patient Reception & Assistance
• Welcome patients and visitors professionally.
• Guide patients to the appropriate department, doctor, or service.
• Provide information about hospital facilities, visiting hours, and procedures.
• Maintain a courteous and patient-friendly environment.
2. Patient Registration & Records
• Register new and returning patients.
• Verify patient details and update records accurately.
• Generate UHID / patient registration numbers as applicable.
• Maintain confidentiality of patient information.
3. Appointment Management
• Schedule, confirm, and reschedule doctor appointments.
• Coordinate with doctors, nurses, and departments regarding appointments.
• Manage patient queues and appointment flow.
• Inform patients about delays or changes in schedules.
4. Billing & Payment Coordination
• Guide patients regarding consultation and service charges.
• Coordinate with the billing department for payments and receipts.
• Assist with insurance and cashless service enquiries.
• Ensure accurate documentation of billing-related information.
5. Telephone & Communication
• Answer and route hospital telephone calls.
• Handle patient enquiries through phone and other communication channels.
• Coordinate messages between patients, doctors, and departments.
• Maintain professional communication at all times.
6. Patient Coordination
• Coordinate patient movement between OPD, laboratory, radiology, pharmacy, and other departments.
• Assist patients with diagnostic and consultation procedures.
• Support discharge-related front-office coordination when required.
• Escalate patient concerns to the appropriate department.
7. Documentation & Administration
• Maintain reception registers, appointment records, and daily reports.
• Prepare and submit front-office reports to the reporting manager.
• Maintain visitor records and other administrative documents.
• Follow hospital SOPs and front-office procedures.
8. Emergency & Customer Service Support
• Guide emergency patients and attendants to the appropriate emergency department.
• Coordinate with emergency staff when immediate assistance is required.
• Handle patient complaints professionally and escalate unresolved issues.
• Support a positive patient experience.

Required Qualifications

• 12th Pass / Any Degree from a recognized institution.
• Diploma or certification in Hospital Administration / Front Office Management is preferred.
• Basic computer knowledge and experience with hospital management software.
• Good communication skills in English and Tamil; knowledge of other languages is an advantage.

Preferred Experience

• Freshers and experienced candidates may apply, depending on the hospital's requirements.
• Experience in hospital reception, front office, customer service, or healthcare administration is preferred.

Key Skills

Patient Registration | Appointment Scheduling | Front Office Operations | Hospital Software | Billing Coordination | Telephone Handling | Customer Service | Documentation | Communication | Patient Support

Performance Indicators (KPIs)

• Patient registration accuracy
• Appointment scheduling efficiency
• Patient waiting-time management
• Customer satisfaction
• Billing coordination accuracy
• Telephone response and communication quality
• Front-office documentation accuracy

Note: Actual duties may vary depending on the hospital's size, departments, and front-office structure.