Front Desk Receptionist

**Company:** Elite Body Home Polyclinic **Location:** Dubai, UAE **Department:** Reception / Front Office / Patient Relations **Reports to:** Center Manager / Operations Manager **Employment Type:** Full-time Role Summary Elite Body Home Polyclinic is looking for a professional, well-groomed, and customer-focused **Front Desk Receptionist** to manage the clinic reception, welcome patients, handle bookings, coordinate with doctors and therapists, and ensure a smooth patient experience from arrival to checkout. The Front Desk Receptionist is the first point of contact for patients and visitors, so the role requires excellent communication skills, strong organisation, confidence in handling payments and bookings, and the ability to represent Elite Body Home’s standard of **Beauty, Health and Confidence**. EBH services include weight loss, slimming, skin, PRP, Botox, laser, IV therapy, HIFU, whitening and fillers, so the receptionist should be able to explain services professionally and direct patients to the correct team member when needed. Key ResponsibilitiesReception & Patient Welcome * Greet all patients, visitors, and callers warmly and professionally. * Ensure every client receives a premium, welcoming, and organised front-desk experience. * Manage patient check-in and check-out. * Maintain a clean, presentable, and professional reception area. * Answer phone calls, WhatsApp messages, emails, and online inquiries promptly. * Direct patients to the correct doctor, therapist, nurse, or department. Appointment & Calendar Management * Schedule, confirm, reschedule, and cancel appointments accurately. * Coordinate daily bookings with doctors, therapists, nurses, and treatment rooms. * Manage patient flow to reduce waiting time and avoid appointment clashes. * Send appointment reminders and follow-up messages. * Support priority bookings, package bookings, and membership/pass redemptions where applicable. Patient Coordination & Service Knowledge * Provide basic information about EBH services, packages, offers, and treatment categories. * Explain clinic procedures, preparation instructions, and aftercare handover where approved by the clinical team. * Identify patient needs and guide them to the appropriate consultation or service. * Coordinate with the clinical team for patient questions that require medical or technical advice. * Support upselling and cross-selling of suitable packages, offers, and memberships without overpromising results. Billing, Payments & ClinicSoft * Prepare invoices and receipts accurately through ClinicSoft or the clinic’s approved system. * Record all treatments, visits, invoices, and payments properly in the system. * Handle cash, card, payment links, Tabby, Tamara, POS and other approved payment methods according to clinic policy. * Ensure no separate or parallel payment records are maintained outside ClinicSoft, as EBH documents require all treatments and payments to be reflected in the clinic system for transparency, compliance, and auditing. * Coordinate with accounts or management for refunds, balances, package payments, and pending collections. Administrative Duties * Maintain patient files, consent forms, consultation records, and required documentation. * Update patient details accurately in the clinic management system. * Prepare daily appointment schedules and front-desk reports. * Track leads, inquiries, conversions, no-shows, cancellations, and follow-ups. * Support inventory or consumable coordination when requested by management. * Assist with clinic events, promotions, open days, and marketing campaigns. Customer Service & Patient Relations * Handle patient concerns politely and escalate complaints to the Center Manager when required. * Maintain confidentiality of patient information at all times. * Follow up with patients after consultations or treatments when assigned. * Support positive patient reviews and patient satisfaction. * Maintain professional communication on phone, WhatsApp, email, and in person. Compliance & Professional Standards * Follow DHA, clinic, privacy, confidentiality, and internal front-desk policies. * Maintain professional appearance, grooming, punctuality, and conduct. * Use clinic systems properly for patient registration, records, billing, and documentation, consistent with EBH’s requirement for ClinicSoft or the clinic’s standard management software. * Protect the reputation of Elite Body Home Polyclinic through courteous, accurate, and professional communication. Required Qualifications * High school diploma or bachelor’s degree preferred. * Previous experience as a receptionist, front desk executive, patient coordinator, customer service executive, or clinic administrator. * Experience in a clinic, aesthetic clinic, medical center, dental clinic, spa, beauty center, or wellness center preferred. * Knowledge of ClinicSoft or similar clinic management software is an advantage. * Good English communication skills