Clinic Manager

Kosmoderma Skin Clinic; Chennai District; On-site; INR 558,000 - 837,000; Full time

Job summary

Kosmoderma Skin Clinic in Chennai is seeking a Clinic Manager to oversee daily operations, ensure attendance discipline, supervise front office and therapists, and coordinate marketing and client retention efforts.

You will drive targets, manage stock and accounts, schedule clinics, and implement policies. The role requires leadership, grooming standards, and the ability to handle complaints and disciplinary actions.

Responsibilities

• Maintain clinic discipline and ensure attendance register is accurate
• Supervise staff attendance, discipline, attire & personal presentation; address lateness and enforce policies
• Oversee front office and admin reporting times; manage doctor schedules
• Ensure neat uniforms, hair tied back, and appropriate makeup; counsel for lateness
• Drive clinic targets across consults, reviews, counselling, conversions, renewals, segments, sales and procedure targets
• Control expenditures per budget; plan ROI growth; improve customer complaint handling
• Create profitable patient packages; promote prepaid sessions; educate clients on options
• Engage in marketing activities: social media engagement, brand reputation, events, collaterals
• Maintain clinic facilities: cleanliness, stocking, housekeeping, and equipment maintenance
• Schedule clinic operations including Sundays, late Fridays, and follow-ups with clients
• Supervise staff; enforce discipline; conduct meetings; organize training; motivate team
• Develop new schemes and offers; coordinate across the clinic
• Handle client retention and follow-ups; ensure appointments and procedures are followed
• Oversee front office activities; ensure proper appearance and client handling
• End-of-day accounts, petty cash, insurance checks, and banking deposits
• Stock management, FEFO, audits and loss prevention
• Coordinate with other clinics for lasers and machines; ensure correct scheduling
• Conduct staff meetings; brainstorm to improve performance; one-on-one issue resolution
• Submit daily income, procedures, consults, and planning; weekly lateness reports; monthly inflow/outflow reports
• Perform treatments as required and keep three hours daily for admin roles
• Ensure all therapists follow procedure protocols; maintain equitable procedure distribution
• Check next day’s schedule and inform concerned doctors

Job description

Clinic Discipline:

• Maintain discipline in clinic
• Check that attendance register is maintained correctly
• Check Staffs reporting time, discipline, Staffs attire & personal presentation

• Therapists: In uniform to report by 10AM
• Front office and admin: Report at 9.30AM
• Doctors: Based on their schedule

• Neat uniforms
• Hair tied back
• Make up to be worn
• Counsel employees when late
• If constantly late then take disciplinary actions
• Make sure attendance is registered daily
• Avoid using personal mobile phone at reception area & consultation rooms.

Clinic Targets:

• Clinic targets will be given every month
• It is your responsibility to make sure the targets are met
• The target includes consults, reviews, Counselling, Conversions, Renewals, Segmentations, Sales and procedure targets
• As clinic manager, it is essential that you drive your team to reach these targets
• Controls expenditures in accordance with budget allocations
• Plan for ROI growth month on month
• Improvise for better on customer complaints

Handling client complaints & Queries:

• Client complaints to be handled personally by you
• Speak to the client immediately and make a note in their case sheet
• Check the mails and make sure the reply is framed correctly for the mails
• Client retention

Client packages:

• Part of your job profile is to make packages in a profitable manner and convince clients for pre paid sessions
• Selling packages with more than 60% execution gives higher chance of meeting targets
• Learn to customize the packages based on clients budget and needs
• Educate clients and their family on available treatment options & benefits
• Assists with clinical assessment of clients

Marketing :

• Follow, Interact & Engage on brands Social media profiles. Build brand image & value by engaging on social media platforms. Familiarize the brand to clients/audience through social media, increase popularity, enquiries & leads .
• Responsible for brand reputation management. Generate reviews (Google, Mouthshut, Social Media, Practo, Mfine etc), written & video testimonials from clients thereby develop stronger loyalty and facilitate incremental registrations and better opportunities.
• Promote & participate in events.
• Monitor internal and external branding at centre. Ensure signages are working at all times to provide maximum brand visibility. Responsible for maintenance of relevant online tools and profiles.
• Supervise & ensure regular supply of marketing collaterals (Brochures, posters, Visiting cards etc) at the clinic. Ensure marketing collaterals are displayed at the clinic with good visibility.
• Generate any relevant additional visual content – before and after pictures from clients/ procedures which can be used by the marketing department.
• Explore opportunities for collaborations in the form of Influencer marketing, Bliss days, Corporate events, Tie ups, Affiliate programs

Clinic Maintenance:

• Make sure clinic is clean in and out at all times
• Make a house keeping schedule and check periodically that everything is clean
• All procedure rooms to be clean and fully stocked at all times
• Assign the role to the therapist for cleaning
• Keep a keen eye on the rooms, supplies and stock
• Reception area to be maintained neatly by front office
• Oversees daily center operations and coordinates center activities through assigned staff; prioritizes and delegates work activities.
• Ensure that the equipment’s in the clinic are well maintained, handled carefully and serviced on time to avoid unnecessary expenses.
• Implements policies, procedures and work standards as per organization requirement.

Clinic Scheduling:

• Work on a schedule so that clinic is open 2 Sundays a month
• Assign the staff ( 1 front office, 2 therapists) on a rotation
• Make sure clinic works 2 late Fridays a month. Assign the staff for this. (11 AM – 8.30PM)
• Make sure clients are followed up regularly

Employee handling:

• Supervises the activities of subordinates.
• Employee discipline is your responsibility
• Their grooming and appearance is your responsibility
• Counsel the staff privately if they need to improve their appearance or behavior
• You can take disciplinary action (fine / salary deduction) if you find any of the staff disobedient
• Make sure they report on time
• Make sure the work is done correctly and neatly
• No laziness / tardiness to be tolerated
• Organize meetings, training for staff as necessary
• Come up with incentive schemes to motivate staff
• When employees want leave to check with you first so that you can organize the schedules
• Motivate you team to perform better
• Develop protocols and procedures to improve staff productivity
• Educate your team

New schemes:

• Update offers to existing clients to come in
• Discuss with other clinic staffs and coordinate offers throughout the clinic
• Surf / read and add to the procedure list

Client retention / follow up:

• Very important part of your job follow-up
• Make sure the appointments are scheduled correctly
• No mix ups
• All clients to have their procedures / treatments regularly
• If client misses appointment make sure it is rescheduled
• Send mail and sms to wish the on special occasions.
• On referrals send a thank you note with a gift voucher
• Answer all the queries of the client in possible mode of communication platform

Front office:

• Keep a check on the activities of the front office
• Make sure they are at their best all the time
• Check appearance, language and client handling skills
• Front office to keep area neat and clean
• Check that they are scheduling correctly
• Make sure clients are followed up regularly for their treatments

Accounts:

• End of day account checking
• Petty cash checking
• Make sure the credit card account is credited
• Check on clinic insurance (up to date) for lasers, medical liability, clinic
• Cash Collection of the previous day (Same day if the cash value is more) to be deposited to bank on a daily basis before 3pm.
• Make sure the cheques are deposited on time
• Make sure the bills are correct and that there no pending payments to be made
• Make a list of clients that owe KD money and follow up

Stock:

• Check clinic stock randomly
• Make sure the weekly check is done regularly by assigned therapist
• Accountable to control & document stock ordering, incoming stocks, transferred stocks and sold stocks
• Arrange stocks neatly as per product and FEFO (First Expiry First Out) avoid expiry of products.
• Conduct regular stock & Cash audit apart from the audit done by corporate office, to avoid pilferages and will be accountable for the same.

Clinic co ordinations:

• Coordinate with other clinics for lasers, RF and other machines for clients
• Make sure front office is scheduling clients and machines correctly
• No mix up with machines and clients to happen ever
• Make sure products for all procedures are available at any point of time.

Clinic staff meeting:

• Conduct regular meetings to discuss the good and the bad
• Brainstorm to improve business and performance
• Have a one on one meeting if there are issues in clinic

Daily reports:

• A daily mail with income, number of procedures, consults, daily planner, treatment details to be mailed to superiors at end of day
• Weekly report of lateness, absenteeism to be prepared
• Daily report of clinic sales
• Monthly report on clinic inflow and outflow, Stock balance, Google sheet maintenance, Review meeting PPT etc.

Treatments:

• You need to be competent in all the procedures offered at KD
• You will perform treatments as part of your job, if needed.
• Keep 3 hrs blocked for yourself daily for admin role in non-peak hrs
• At other times you should be on the schedule book for procedures if required
• Make sure the procedures are equally given among the therapists
• Make sure all therapists follow procedure protocol

End of day:

• Check accounts
• Make sure it tallies
• Check petty cash
• Check next day’s schedule
• Make sure concerned doctors are informed