Clinic Administrator/Receptionist (Part Time)

BEFIT PHYSIOTHERAPY HOLDINGS PTE. LTD.; Singapore; On-site; SGD 24,000 - 36,000; Full time

Job summary

BEFIT PHYSIOTHERAPY HOLDINGS PTE. LTD. seeks a proactive Clinic Receptionist/Front Desk Executive to manage daily front desk operations, greet patients, handle bookings, payments, and inquiries with professionalism.

You will coordinate with physiotherapists, maintain schedules, ensure accuracy of patient data, and uphold clinic SOPs. Previous reception or healthcare experience and fluent English are preferred.

Qualifications

• Minimum GCE N/O Levels, NITEC, Diploma, or equivalent.
• Experience in reception, customer service, administration, healthcare, or a clinic environment preferred.
• Comfortable communicating with patients in person and via phone/WhatsApp.
• Basic computer literacy and ability to learn clinic management systems.

Responsibilities

• Welcome and attend to patients professionally and courteously.
• Respond promptly to phone calls, WhatsApp messages, and patient enquiries.
• Assist patients with appointment bookings, rescheduling, cancellations, and general clinic enquiries.
• Provide clear and accurate information regarding clinic services, appointment procedures, fees, and administrative matters.
• Manage difficult or dissatisfied patients professionally and elevate issues when necessary.
• Maintain patient confidentiality and professionalism at all times.
• Manage physiotherapists' appointment schedules efficiently.
• Confirm upcoming appointments and follow up with patients when required.
• Handle cancellations and rescheduling promptly to minimise empty appointment slots.
• Maintain an organised waiting list and contact patients when earlier appointment slots become available.
• Ensure sufficient time is allocated according to appointment type and clinic procedures.
• Communicate schedule changes promptly to patients and clinicians.
• Collect and process patient payments accurately.
• Issue receipts and invoices where required.
• Handle packages, outstanding payments, deposits, and other transactions according to clinic policies.
• Perform daily reconciliation of payments and transactions.
• Assist with insurance, corporate, referral, or administrative documentation where applicable.
• Maintain accurate patient information and administrative records.
• Perform filing, scanning, data entry, and other general administrative duties.
• Ensure the reception and waiting areas remain clean, organised, and presentable.
• Monitor clinic supplies and inform the appropriate person when stocks need replenishment.
• Coordinate with physiotherapists and other team members to ensure smooth patient flow.
• Assist with opening and/or closing procedures according to clinic SOPs.
• Identify operational problems early and take reasonable steps to resolve them or escalate as necessary.
• Follow all clinic SOPs, policies, and administrative procedures.
• Communicate clearly and professionally with physiotherapists, management, patients, and other staff.
• Provide proper handovers for unresolved matters.
• Support colleagues when required to ensure smooth clinic operations.
• Take ownership of assigned responsibilities and seek improvements without reminders.
• Inform management promptly of significant patient complaints, operational problems, scheduling issues, or other matters requiring attention.

Skills

Customer service

Communication

Time management

Detail-oriented

Education

GCE O/N Levels / NITEC / Diploma

Job description

Job Description & Requirements – Clinic Receptionist

Position: Clinic Receptionist / Front Desk Executive
Employment Type: Full-Time / Part-Time
Industry: Physiotherapy / Healthcare

Job Overview

We are looking for a responsible, organised, and service-oriented receptionist to manage the day-to-day front desk operations of our physiotherapy clinic.

As the first point of contact for patients, you will play an important role in creating a professional and welcoming experience while ensuring that appointments, payments, enquiries, and administrative matters are handled accurately and efficiently.

The ideal candidate should be proactive, dependable, detail-oriented, and able to work independently without requiring constant supervision.

Key Responsibilities

Patient Reception & Customer Service

• Welcome and attend to patients professionally and courteously.

• Respond promptly to phone calls, WhatsApp messages, and patient enquiries.

• Assist patients with appointment bookings, rescheduling, cancellations, and general clinic enquiries.

• Provide clear and accurate information regarding clinic services, appointment procedures, fees, and administrative matters.

• Manage difficult or dissatisfied patients professionally and elevate issues when necessary.

• Maintain patient confidentiality and professionalism at all times.

Appointment & Schedule Management

• Manage physiotherapists' appointment schedules efficiently.

• Confirm upcoming appointments and follow up with patients when required.

• Handle cancellations and rescheduling promptly to minimise empty appointment slots.

• Maintain an organised waiting list and contact patients when earlier appointment slots become available.

• Ensure sufficient time is allocated according to appointment type and clinic procedures.

• Communicate schedule changes promptly to patients and clinicians.

Payments & Administrative Duties

• Collect and process patient payments accurately.

• Issue receipts and invoices where required.

• Handle packages, outstanding payments, deposits, and other transactions according to clinic policies.

• Perform daily reconciliation of payments and transactions.

• Assist with insurance, corporate, referral, or administrative documentation where applicable.

• Maintain accurate patient information and administrative records.

• Perform filing, scanning, data entry, and other general administrative duties.

Clinic Operations

• Ensure the reception and waiting areas remain clean, organised, and presentable.

• Monitor clinic supplies and inform the appropriate person when stocks need replenishment.

• Coordinate with physiotherapists and other team members to ensure smooth patient flow.

• Assist with opening and/or closing procedures according to clinic SOPs.

• Identify operational problems early and take reasonable steps to resolve them or escalating issues when necessary.

• Follow all clinic SOPs, policies, and administrative procedures.

Teamwork & Communication

• Communicate clearly and professionally with physiotherapists, management, patients, and other staff.

• Provide proper handovers for unresolved matters.

• Support colleagues when required to ensure smooth clinic operations.

• Take ownership of assigned responsibilities rather than waiting to be repeatedly reminded.

• Inform management promptly of significant patient complaints, operational problems, scheduling issues, or other matters requiring attention.

Job Requirements

• Minimum GCE N/O Levels, NITEC, Diploma, or equivalent.

• Previous experience in reception, customer service, administration, healthcare, or a clinic environment is preferred.

• Comfortable communicating with patients both in person and through phone/WhatsApp.

• Basic computer literacy and ability to learn clinic management and booking systems.

• Good spoken and written English.

• Ability to communicate in additional languages is an advantage.

• Good organisational and time-management skills.

• Strong attention to detail, particularly when handling appointments, patient information, and payments.

• Able to multitask and remain composed during busy clinic periods.

• Reliable and punctual.

• Able to work independently and take initiative.

• Willing to follow established clinic SOPs and procedures.

• Able to work effectively as part of a team.

Personal Attributes We Value

We are looking for someone who is:

Responsible – Takes ownership of their duties and follows through on tasks.

Proactive – Identifies what needs to be done instead of waiting for instructions for every task.

Reliable – Arrives punctually, maintains good attendance, and communicates responsibly regarding leave or unexpected circumstances.

Detail-oriented – Understands that mistakes in appointment scheduling, payments, or patient information can affect both patients and clinicians.

Professional – Communicates respectfully with patients and colleagues even during stressful situations.

Service-oriented – Understands that the patient experience begins from the first phone call or message to the clinic.

Team-minded – Willing to support colleagues and contribute to the smooth running of the clinic.

Performance Expectations

The receptionist is expected to:

• Respond to patient enquiries within the clinic's expected response time.

• Maintain accurate appointment schedules and patient information.

• Minimise preventable scheduling and administrative errors.

• Complete assigned administrative duties within the required timeframe.

• Follow clinic opening, closing, payment, scheduling, and communication SOPs consistently.

• Maintain professional communication with patients and colleagues.

• Provide proper handovers before going off duty or on leave.

• Demonstrate reliability, punctuality, accountability, and initiative.

• Escalate important matters appropriately rather than leaving them unresolved.

The overall objective of this role is to ensure that patients receive a professional and efficient experience and that the clinic can operate smoothly even when management is not physically present.