TERMS OF REFERENCE – FRONT DESK COORDINATOR

Date: 07th August 2025

1. POST DETAILS
Post: Front Desk Coordinator
Contract Duration: Permanent, initial contract shall be for a period of 1 (one) year.
Department: Medical Services Department
Division: Medical Services

2. REPORTING RELATIONSHIPS
The Front Desk Coordinator will report to the Manager, Medical Services and is expected to work closely with the Health Professionals of EyeCare.
3. OVERALL RESPONSIBILITIES
The Front Desk Coordinator is the first point of contact for patients and visitors to the Hospital. This role is responsible for welcoming the patients, issuing memos, handling administrative tasks, and ensuring a smooth and efficient front office operation.

4. SCOPE OF WORK
• Greet patients and visitors with a professional and courteous demeanor.
• Check in patients and verify their personal information and insurance details.
• Provide patients with information regarding services, procedures, and policies.
• Maintain and update patient records and files in the internal system; issue memos as required.
• Prepare and reconcile billing, submissions, and other documentation.
• Collaborate with clinical staff to ensure timely and accurate patient care.
• Assist with patient flow and manage the waiting list.
• Adhere to healthcare regulations and standards.
• Safeguard patient confidentiality and handle sensitive information with discretion.
• Work closely with doctors and other hospital staff to optimize patient visits.
• Perform any other tasks assigned by the Employer within the scope of work.

5. DESIRED SKILLS AND COMPETENCIES
• Fluency in written and spoken Dhivehi and English language.
• Proficiency in managing billing processes, handling payments, and ensuring accuracy in financial records.
• Excellent communication and interpersonal skills
• Ability to communicate effectively with patients, families, and healthcare professionals.
• Demonstrates kindness and understanding in dealing with patients’ needs and concerns.
• Ability to accurately follow care plans and provide detailed documentation of patient information.
• Capable of managing multiple patients and tasks efficiently.
• Works well in a team-oriented environment, cooperating with doctors, nurses, and other healthcare staff.
• Ability to think critically and address patient concerns or unexpected situations.
• Flexibility to adapt to a fast-paced healthcare environment with changing patient needs.
• Upholds patient privacy and maintains a high standard of ethical conduct.
• Understanding of basic healthcare procedures is a plus.

6. WE OFFER
• Attract remuneration package.
• Comprehensive Health Insurance package.
• Opportunities for professional development and growth.
• Access to online learning platforms.
• Mandatory learning and development.

QUALIFICATIONS AND EXPERIENCE
• A Diploma in Hospital Management or Business Administration, or any other relevant field
• Minimum 3 years of work experience in Hospital Management or Business Administration, or a relevant field after completion of the Diploma.
OR
• Minimum of 3 A’ Level passes, including English, Dhivehi, and Mathematics
• Minimum 5 years of work experience in Hospital Management or Business Administration, or a relevant field after completion A Levels.
• Candidates aged 25+ are preferred