Job Description

Job Description Front Office Executive / Clinic Coordinator

Department: Operations

Reports to: Departmental Head / COO

Job Summary

The Clinic Coordinator is instrumental in ensuring the seamless operation of The Cancer Vet. This role encompasses managing the clinic's day-to-day operations, client interaction, schedule coordination, and supporting our veterinary team. The individual in this position will ensure workflow efficiency, provide top-tier customer service, handle financial processes, maintain compliance, and create a compassionate experience for pet parents visiting the clinic.

Key Responsibilities

1. Clinic Operations Management

• Manage appointment scheduling and patient flow for optimal efficiency.
• Ensure effective utilisation of consultation rooms, treatment areas, and procedure rooms.
• Oversee and maintain clinic supplies and inventory, including stationery and medical supplies.
• Implement and enforce clinic policies and operational protocols.

2. Client Relations and Communication

• Deliver prompt and exceptional customer service while addressing client queries and concerns with empathy.
• Manage appointment bookings and follow-up communications efficiently.
• Facilitate clear communication between pet parents, veterinarians, and the support team.
• Maintain accurate records of client interactions, appointments, and treatment-related information.

3. Team Coordination and Support

• Collaborate with the veterinary team to ensure smooth daily workflows.
• Support clinic staff in their day-to-day responsibilities.
• Foster a positive and productive work environment through effective communication and teamwork.
• Monitor staff attendance and assist in reporting performance-related observations.

4. Financial Management and Administration

• Handle invoicing, billing, payment collection, and receipt management.
• Maintain accurate financial records and ensure compliance with accounting practices.
• Support expense tracking and clinic administration.

5. Quality Assurance and Compliance

• Ensure adherence to clinic policies, regulatory standards, and ethical practices.
• Assist in periodic audits related to clinic operations and documentation.
• Maintain high standards of cleanliness, hygiene, and organisation throughout the clinic.
• Welcome and assist clinic visitors, ensuring a professional and compassionate experience.

Qualifications & Skills

• Bachelor's degree preferred.
• Experience in clinic, hospital, healthcare, or front office management is preferred.
• Excellent organisational and multitasking skills.
• Strong communication and interpersonal abilities.
• Proficiency in MS Office and clinic/practice management software.
• Attention to detail and the ability to handle confidential information.
• Ability to work under pressure and adapt to changing priorities.
• Compassion towards pets and empathy while interacting with pet parents.

About The Cancer Vet

The Cancer Vet is India's dedicated veterinary oncology practice, providing specialised cancer care for pets through advanced diagnostics, personalised treatment planning, chemotherapy, supportive care, and compassionate guidance for pet parents. The clinic is committed to delivering world-class veterinary oncology services with a patient-first approach, combining clinical excellence with empathy to improve the quality of life for every pet under its care.

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