Experience Required: 2–5 years
Industry Preference: Clinic billing, healthcare billing, salon/spa billing, retail billing, front-desk accounts, patient coordination, wellness centre operations or accounts support.
## Role Overview
The Clinic Billing, Records & Patient Experience Executive will support billing, invoice creation, payment records, package/session tracking, coordination with backend accounts, patient billing queries and service-experience reporting.
This role is important because skin, hair and aesthetic clinics often deal with consultations, treatments, packages, prepaid sessions, offers, discounts, product sales and follow-up sessions. The candidate must be accurate, trustworthy, organized and comfortable handling both billing records and patient-facing communication.
## Key Responsibilities
### Billing and Invoice Support
- Prepare or assist in preparing patient invoices as per clinic process.
- Record services, packages, consultations, treatment sessions and product sales accurately.
- Coordinate invoice details with front desk, doctors, technicians and backend accounts.
- Ensure billing entries match the treatment or service delivered.
- Support invoice corrections, billing clarifications and payment follow-ups as instructed.
- Maintain clean billing records for management and accounts review.
### Payment and Accounts Coordination
- Coordinate with backend accounts for daily billing and payment reports.
- Record payment modes such as cash, UPI, card, bank transfer or online payment, as per clinic process.
- Help reconcile appointment records, treatment records and billing records.
- Track discounts, offers, package pricing and adjustments.
- Escalate billing discrepancies, missing invoices or payment mismatches.
- Maintain confidentiality of patient and financial information.
### Package and Session Tracking
- Track patient packages, prepaid sessions and pending sessions.
- Coordinate with clinic staff to confirm whether a session has been completed, rescheduled or cancelled.
- Help identify gaps between booked appointments, completed treatments and billed services.
- Track package expiry, balance sessions and patient follow-up requirements where applicable.
- Maintain clear package/session records for management review.
### Patient Billing and Experience Support
- Assist patients with basic billing, invoice and payment-status queries.
- Escalate pricing, refund, package or dispute questions to authorized management/accounts personnel.
- Observe patient questions related to pricing, packages, invoices and payment options.
- Support polite, professional and confidential patient handling.
- Identify repeated billing or package-related confusion points and report them.
### Records, Content and Service Documentation Support
- Maintain structured service, package and billing-related records.
- Support approved service descriptions, FAQs, price/package notes and patient information material where required.
- Coordinate approved photos, service documentation or treatment records only as permitted by clinic protocol.
- Ensure no patient content, billing data or personal information is captured, stored or shared without proper approval.
- Coordinate with the clinic’s existing marketing team only where approved by management.
### Reporting
- Maintain daily billing, payment and package observations.
- Share daily/weekly billing summaries with management/backend accounts.
- Report billing gaps, package confusion, payment mismatches and repeated patient queries.
- Coordinate with the Clinic Operations & Patient Success Manager for service-quality reporting.
## Required Qualifications
- Graduate or diploma holder in commerce, business administration, accounts, finance, hospitality, healthcare administration, marketing or related fields.
- 2–5 years of experience in billing, invoicing, front-desk accounts, clinic billing, healthcare billing, salon/spa billing, retail billing, customer support, patient coordination or wellness centre operations.
- Basic knowledge of invoice creation and payment recording.
- Comfortable using billing software, POS systems, Excel, Google Sheets, WhatsApp and basic digital tools.
- Good Hindi and Punjabi communication required.
- Basic English communication preferred.
## Required Skills
- Invoice creation and billing support
- Payment coordination
- Basic accounts coordination
- Patient handling
- Data-entry accuracy
- Package/session tracking
- Daily billing reports
- WhatsApp and phone communication
- Coordination with backend accounts
- Confidential record handling
- Ability to follow clinic-approved processes
## Preferred Skills
- Experience with clinic management software, billing software, POS systems, Tally, Busy, Zoho Books, Excel or Google Sheets.
- Prior experience in a dermatology clinic, cosmetology clinic, dental clinic, hospital, diagnostic centre, salon, spa, wellness centre or premium retail environment.
- Understanding of GST invoices, discounts, package billing, advance payments and payment reconciliation.
- Experience coordinating with accounts teams or external accountants.
- Familiarity with skin, hair, laser, aesthetic, wellness or beauty services.
- Basic experience with Canva, Instagram, Google Business Profile or service-content coordination will be an added advantage.
## Personality Fit
The candidate should be accurate, organized, trustworthy, polite and patient-facing. This role requires someone who can handle billing and patient communication carefully while coordinating with clinic staff, backend accounts and management.
The candidate should respect patient privacy, financial confidentiality and clinic-approved processes.
## Success Metrics
- Accurate invoice and billing support.
- Clean daily payment and billing records.
- Proper coordination with backend accounts.
- Reduced billing confusion for patients and clinic staff.
- Accurate package and session tracking.
- Timely escalation of billing discrepancies.
- Clear daily/weekly billing summaries.
- No privacy, consent or financial-record lapses.
Pay: ₹20,000.00 - ₹25,000.00 per month
Work Location: In person
