Job Description

Job Title

Hospital Administrator

Location

Velachey, Chennai (On site)

Reporting To

Cluster Manager and Medical Director

Role Summary

The Hospital Administrator will be responsible for end to end clinic operations, administration, and team supervision. This role ensures smooth daily functioning of the clinic, high patient experience, strict compliance, optimal resource utilization, and effective coordination between medical, front office, nursing, housekeeping, pharmacy and diagnostics vendors. The administrator will own systems, discipline, documentation, and operational excellence across the clinic.

Key Responsibilities

1) End to end clinic operations

Run daily clinic operations including opening and closing protocols, room readiness, staff deployment, and shift coverage Manage patient flow from enquiry to registration, consultation, procedure, billing, pharmacy coordination, and follow up Coordinate procedure scheduling and resource planning for hair and aesthetic services including chair time, OT or procedure room slots, consumables, and post procedure instructions Ensure all departments work in sync: front office, nursing, procedure assistants, housekeeping, security, and drivers if applicable Conduct daily huddles and assign clear targets and responsibilities for the day

2) Patient experience and service excellence

Deliver a premium patient experience with strong hospitality standards and minimal waiting time Handle patient complaints, escalations, refunds as per policy, and service recovery Ensure patient counselling flow is consistent, ethical, and well documented including informed consent support where applicable Track patient feedback, implement corrective actions, and ensure closure timelines

3) Staff supervision and people management

Supervise front office, counsellors, nursing support, housekeeping, and support staff Create and manage duty rosters, attendance, leave planning, and discipline Train staff on grooming, communication, etiquette, call handling, patient handling, and SOP compliance Coordinate recruitment, onboarding, and training for new hires with HR and Cluster Manager Conduct monthly performance review inputs and skill gap training plans

4) Billing control, cash discipline, and revenue leakage prevention

Ensure accurate billing, package creation, approvals for discounts, and proper invoice documentation Daily cash and card reconciliation, handover, and reporting with zero variance Ensure correct posting of advances, refunds, and pending balances Audit counselling to billing conversion points to reduce leakage and errors Coordinate with accounts for vendor payments, petty cash control, and expense tracking

5) Inventory, pharmacy, and consumables management

Maintain minimum stock levels, reorder points, expiry tracking, and wastage control Manage high value consumables for procedures, disposables, sutures, dressings, kits, and implants if any Coordinate pharmacy procurement and stock process if pharmacy exists, or coordinate with external pharmacy partners Maintain GRN, invoice filing, and vendor ledgers for audit readiness

6) Vendor management and facility contracts

Manage vendors for housekeeping, security, biomedical waste pickup, pest control, laundry, equipment AMC, and maintenance Obtain quotations, compare, negotiate, and submit purchase approvals to Cluster Manager as per policy Track AMC schedules, service visits, calibration, and preventive maintenance logs Ensure vendor SLAs are met and escalate deviations

7) Compliance, documentation, and audit readiness

Maintain clinic compliance documentation and registers, including biomedical waste, incident register, equipment maintenance logs, and statutory renewals as applicable Ensure infection control standards, sterilization practices, and procedure room protocols are followed and documented Maintain patient records and consent documents as per clinic policy and applicable regulations Prepare the clinic for internal audits and management reviews with corrective action closure

8) Systems, SOPs, and continuous improvement

Create and implement SOPs and checklists for front office, nursing support, procedures, billing, inventory, and facility Implement daily, weekly, monthly dashboards and review meetings Improve TAT, reduce errors, and increase conversion through process improvements Implement patient journey systems for enquiry tracking, follow ups, and recall programs

9) Coordination with medical team and management

Coordinate schedules, staffing and resource needs with doctors and the Medical Director Submit daily and weekly reports to Cluster Manager and Medical Director Execute new service launches, pricing updates, package updates, and operational changes as instructed Maintain strict confidentiality of patient data and internal operations

Key Deliverables and KPIs

Patient waiting time and clinic turnaround time Patient satisfaction and complaint closure time Billing accuracy and daily reconciliation accuracy Inventory variance, expiry losses, stock out incidents Staff punctuality, roster adherence, training completion Audit readiness score and compliance closure timelines Conversion rate from enquiry to consultation and consultation to procedure where applicable

Qualification

MBA in Hospital Administration or MHA is mandatory

Experience

3 to 8 years in hospital or multi specialty or aesthetic clinic administration Strong exposure to billing, inventory, staff supervision, vendor management, and compliance Experience in premium clinics, hair transplant setups, dermatology or cosmetic surgery operations is a strong advantage

Skills and Competencies

Strong leadership with ability to run teams and enforce discipline Excellent communication in English and Tamil Patient handling, escalation management, and service mindset Strong systems thinking, SOP creation, and documentation discipline Good Excel and MIS reporting ability Vendor negotiation and purchase process control High ownership, confidentiality, and problem solving mindset

Work Pattern

Full time, on site 6 days per week, with availability for peak hours, procedure days, and operational emergencies
Job Type: Permanent

Pay: ?15,000.00 - ?30,000.00 per month

Work Location: In person