Ispahani Islamia Eye Institute & Hospital

Welcome patients and provide clear information about hospital services, procedures, and available facilities. Screen new, returning, referred, emergency, and pediatric patients and guide them to the appropriate department or service point. Provide immediate assistance to emergency and vulnerable patients by directing them to the ticket counter and coordinating priority services with the concerned department in-charge. Distribute registration forms, assist patients in completing them, and direct them to the relevant ticket counter. Prepare patient files accurately and enter required information into the hospital management software for future reference. Organize patients into registration groups and announce their names and serial numbers through the microphone for consultation with optometrists. Ensure doctors’ nameplates are properly displayed and that consultation rooms are clean and equipped with necessary facilities. Deliver patient files to the assigned optometrist or doctor on time. Explain prescribed medicines, optical products, and follow-up appointment schedules to patients. Direct patients requiring surgery, diagnostic tests, admission, or additional consultation to the counselor along with their relevant files. Immediately notify the concerned in-charge about emergency health situations involving patients or attendants and assist in arranging necessary services. Play relevant service information and health-awareness audio announcements in the OPD area at scheduled intervals. Escort patients to subspecialty departments, diagnostic rooms, operating theaters, wards, or Day Care Surgery (DCS) units when required. Before leaving the workplace, ensure the safety and security of medical equipment, electrical switches, keys, and other assigned resources. Medical Records Record the Medical Record (MR) numbers of scheduled POPD patients on tracer cards and retrieve the required files from storage. Receive file requests from different departments by phone and promptly locate and deliver the requested files. Prioritize the retrieval and delivery of files for emergency and vulnerable patients. Collect patient files from different departments after consultations and return them to the Medical Records Department (MRD). Maintain manual registers and properly organize documentation for both new and existing patient files. Ensure proper preservation and special handling of VIP, police-case, and deceased-patient records. Provide authorized files for audits, education, research, certificates, police cases, and other official purposes. Prepare management reports and maintain accurate documentation and records as required. Protect the confidentiality, security, and integrity of patient records and restrict access to authorized personnel. Identify eligible inactive/old files for recycling while following the approved procedures. Regularly inspect, organize, and scan files stored in the MRD racks. Identify inactive files and relocate them appropriately to create storage space for new records. Billing Maintain professional and courteous communication with patients throughout the billing process. Coordinate with relevant stakeholders to ensure bills and invoices are prepared accurately. Reconcile collected cash and hand it over to the authorized representative of the Finance & Accounts Department. Explain hospital services, charges, and applicable tariffs to patients when required. Listen to patient billing-related questions and resolve or escalate them appropriately. Carry out other relevant duties assigned by the supervisor. Process invoice refunds and cancellations in accordance with established SOPs.                      

Inventory Management Review current stock levels and forecast inventory requirements based on daily and monthly consumption patterns. Track stock movement and consumption trends to ensure products are available when needed. Maintain accurate stock reconciliation covering receipts, issues, movements, returns, and transfers. Conduct regular monthly cycle counts and provide necessary support during annual external audits. Stock Receiving & Issuance Supervise the proper receipt of products from suppliers and vendors. Verify product quality, batch numbers, and expiry dates through random sampling during receiving. Ensure accurate issuance of products to internal users according to required type and quantity, with proper documentation. Manage internal stock transfers based on operational requirements and maintain updated daily transfer records. Documentation & System Updates Prepare and maintain Goods Receipt Notes (GRN) in SAP and relevant physical register books. Receive, record, and update courier-related documents while maintaining appropriate registers. Maintain complete and accurate supplier/vendor records and supporting documentation. Prepare monthly inventory reports and submit them to the respective line manager. Product Returns & Complaints Address complaints related to damaged, defective, or faulty products received from internal users. Coordinate with suppliers and vendors to arrange product replacement or appropriate corrective measures. Storage & Space Utilization Optimize storage space allocation to achieve efficient utilization of available capacity. Ensure proper cleanliness, safety, organization, and storage conditions for all items within the store. Coordination & Stakeholder Management Build and maintain effective communication and coordination with relevant stakeholders to ensure smooth store operations. Assist in resolving store-related issues and support uninterrupted operational activities.