Operations Executive

Accesslabz; India; On-site; INR 220,000 - 280,000; Full time

Benefits offered by this job

Provident Fund (EPF)

ESI / Medical Insurance

Gratuity

Flexible Schedule

Paid Leave

Paid Sick Leave

Job summary

Accesslabz is seeking an Operations Executive to manage end-to-end phlebotomy and diagnostic operations across locations in Thrissur. You will handle customer orders, coordinate phlebotomists and field agents, ensure timely sample collection and lab drop-offs, and oversee billing, payments, and detailed documentation while maintaining high service quality.

The role requires strong coordination, attention to detail, and the ability to manage time-sensitive healthcare operations with a focus on

Qualifications

• Bachelor’s degree in any discipline.

Responsibilities

• Take on-call customer bookings and create orders in the system.
• Provide information on test preparation, sample collection procedures, and expected report timelines.
• Verify that bookings, updates, and reports are sent to customers via WhatsApp/SMS/email.
• Track and validate message delivery status and log confirmations.
• Log all customer communications including cancellations, reschedules and refund-related conversations.
• Upload and map copies of customer invoices and vendor bills to the corresponding orders in the system.
• Assign phlebotomists for next-day orders and share the finalized schedule with them by 8:45 PM daily.
• Work closely with phlebotomists while monitoring live orders to ensure timely sample collection as per scheduled slots.
• Identify delays and take action by reallocating phlebotomists or rescheduling time slots.
• Arrange appropriate sample transportation via in-person handover, courier, or logistics partners.
• Coordinate with laboratories for sample pickup, processing, and report delivery.
• Monitor reports to ensure delivery as per Turnaround Time (TAT).
• Follow up on TAT-crossed results and schedule future follow-ups.
• Share finalized reports with customers and B2B clients via approved channels.
• Arrange sample transporters for B2B collections from hospitals and Labs.
• Coordinate B2B sample pickup, transportation, handover to laboratories, processing, and timely report delivery.
• Create and verify B2B orders in the system.
• Invoice B2B clients as per MoU terms and conditions.
• Track B2B payments and follow up for timely closures.
• Maintain and update price lists as per laboratory rates and discounts.
• Verify customer billing for correct test pricing, discounts, and collection charges; ensure proper payment mode and receipt.
• Ensure full collection of test amounts from customers.
• Verify laboratory invoices and vendor bills by matching with price lists, cross-checking bill descriptions, discounts, and quantities.
• Identify discrepancies and coordinate with labs/vendors for resolution.
• Process customer refunds for excess or incorrect charges.
• Generate agent settlements, including daily settlements for delivery and field agents.
• Ensure timely deposit of cash collected by phlebotomists into the company bank account.
• Handle settlements for phlebotomists, transporters, and vendors.
• Check emails, system notifications, and messages for updates and escalations.
• Review pending tasks from the previous day and prioritize urgent issues accordingly.
• Communicate priorities clearly to teams, labs, transporters, and vendors.

Skills

MS Office

Project Coordination

Education

Bachelor’s degree

Job description

Thrissur Good to have Prior experience in healthc…

Full-time ₹2.2L – ₹2.8L / yr

Skills Required

MS Office Project Coordination

Provident Fund (EPF) ESI / Medical Insurance Gratuity Flexible Schedule Paid Leave Paid Sick Leave

Role Overview

The Operations Executive is responsible for managing end-to-end phlebotomy and diagnostic operations across assigned locations. This includes handling customer orders, coordinating phlebotomists and field agents, monitoring sample collection and timely laboratory drop-offs, managing billing and payments, and ensuring accurate documentation of all operational and customer communications. The role requires strong coordination, attention to detail, and the ability to manage time-sensitive healthcare operations while maintaining high service quality and customer satisfaction.

Responsibilities

Take on-call customer bookings and create orders accurately in the system.

Provide information on test preparation, sample collection procedures, and expected report timelines.

Verify that booking confirmations, updates, and reports are sent to customers via WhatsApp/SMS/email.

Track and validate message delivery status (sent / delivered / read) and log confirmations.

Log all customer communications including queries and instructions such as cancellations, reschedules and refund-related conversations.

Upload and map copies of customer invoices and vendor bills to the corresponding orders in the system.

Assign phlebotomists for next-day orders and share the finalized schedule with them by 8:45 PM daily.

Work closely with phlebotomists while monitoring live orders to ensure timely sample collection as per scheduled slots.

Identify delays and take immediate action by reallocating phlebotomists or rescheduling time slots.

Arrange appropriate sample transportation via in-person handover, courier, or logistics partners.

Track sample movement and elevate delays immediately.

Coordinate with laboratories for sample pickup, processing, and report delivery.

Monitor reports to ensure delivery as per agreed Turnaround Time (TAT).

Follow up on TAT-crossed results and schedule future follow-ups.

Share finalized reports with customers and B2B clients via Odoo or approved channels.

Arrange sample transporters for B2B collections from hospitals and Labs.

Coordinate B2B sample pickup, transportation, handover to laboratories, processing, and timely report delivery.

Create and verify B2B orders in the system.

Invoice B2B clients strictly as per MoU terms and conditions.

Track B2B payments and follow up for timely closures.

Maintain and update price lists as per laboratory rates and communicated discounts.

Verify customer billing to ensure:(1).Correct test pricing and discounts. (2.). Accurate collection charges. (3.). Proper payment mode and payment receipt

Ensure full collection of test amounts from customers.

Verify laboratory invoices and vendor bills by:(1). Matching with agreed price lists, (2). Cross-checking bill descriptions, discounts, and quantities, (3). Mapping physical bills to system references

Identify discrepancies and coordinate with labs/vendors for resolution.

Process customer refunds for excess or incorrect charges.

Generate agent settlements, including daily settlements for delivery and field agents

Ensure timely deposit of cash collected by phlebotomists into the company bank account.

Handle settlements for phlebotomists, transporters, and vendors.

Check emails, system notifications, and messages for updates and escalations.

Review pending tasks from the previous day, including bookings received after working hours and pending or delayed reports, and prioritize urgent issues accordingly.

Communicate priorities clearly to teams, labs, transporters, and vendors.

Qualifications

Bachelor’s degree in any discipline