Job Summary
We are looking for a proactive, well-organized, and client-focused Patient Care Coordinator to manage the complete client journey — from lead generation and enquiry handling to appointment scheduling, treatment coordination, billing, and after-care follow-up. The ideal candidate will act as the primary point of contact between prospective and existing clients and the doctor, ensuring a smooth, professional, and sales-driven experience that converts enquiries into confirmed treatments and builds long-term client relationships.
Key Responsibilities1. Lead Management & Sales Conversion
- Receive and respond to walk-in leads, WhatsApp/email leads, and incoming call leads promptly and professionally.
- Clearly explain treatment processes, procedures, pricing, and expectations to prospective clients.
- Coordinate with the doctor to address client queries and convert leads into confirmed bookings/sales.
- Call and message leads consistently to follow up until conversion or a clear confirmation of "not interested."
- Categorize/label leads appropriately (e.g., New, Follow-up, Hot, Cold, Converted, Lost) and follow up within defined timelines for each category.
2. Appointment & Treatment Coordination
- Coordinate with both the doctor and client to schedule appointments.
- Maintain and update the appointment calendar accurately with all bookings and events.
- Follow up with clients until the full treatment course is completed.
- Communicate pre-care and post-care instructions clearly to clients before and after procedures.
- Assist and support the doctor during procedures as required.
3. Billing & Records Management
- Operate the POS machine and generate client bills/invoices accurately.
- Receive payments from clients, generate invoices, and share/acknowledge them with clients.
- Maintain and update the sales/lead tracker and client records in the MyBillbook application.
- Ensure all financial and client data is accurately logged and up to date.
4. Daily Operational Activities
- Check the clinic inbox ([email protected]) daily for new leads and enquiries.
- Follow up with clients who have appointments scheduled for the same day — confirm attendance and send confirmation message templates.
- Follow up with clients who have appointments scheduled for the next day — confirm attendance and send confirmation templates.
- Follow up with clients who agreed to send photos for doctor's review (from the previous day).
- Track clients who are 40+ days post first session (e.g., eyebrow procedures); request recent photos, consult with the doctor, and schedule the second session.
- Re-engage leads who previously interacted but have gone silent (call/text follow-up).
- Re-engage leads who did not respond after the first WhatsApp message.
- Coordinate with the marketing team/doctor on running ad campaigns as needed.
- Respond promptly to leads generated through ad campaigns via text or call.
- Repeat and maintain this daily follow-up cycle consistently.
Pay: From ₹15,000.00 per month
Work Location: In person
