Administrative Manager

Role Overview

The Administrative Manager will support the day-to-day front office and administrative functions of the clinic, ensuring patients receive a professional, organized, and confidential experience from arrival through departure. The role also helps keep schedules, records, communications, and operational coordination running smoothly across the clinic.

Key Duties

• Welcome patients in a courteous and professional way as they arrive at the clinic.
• Handle incoming phone calls, respond to questions, and share relevant information clearly and respectfully.
• Protect the confidentiality of physicians, employees, and patient information at all times.
• Arrange patient appointments and keep the calendar organized to make effective use of clinic resources.
• Confirm visits and manage reminders, cancellations, and rescheduling when needed.
• Keep the reception area tidy, orderly, and welcoming for patients and their families.
• Respond to patient questions and concerns with empathy, and route issues to the appropriate team member when needed.
• Support daily clinic operations by helping coordinate schedules and meetings for clinical staff.
• Maintain accurate patient records and documentation in line with privacy rules and clinic procedures.
• Prepare and share internal updates and reports as required.
• Work with the Revenue Cycle Management team to improve communication and workflow for insurance patients.
• Check patient insurance eligibility and coverage before appointments, and ensure required approvals are in place.
• Collect co-payments and unpaid balances at the point of service, using secure and accurate transaction handling.
• Support patient experience efforts by gathering feedback and recommending service improvements.
• Make sure all verbal and written communication reflects the clinic’s standards for quality care and service.
• Follow all applicable health, safety, and clinic standards, including privacy and data protection requirements.
• Help maintain HIPAA compliance and safeguard patient confidentiality and information security.
• Guide and support new team members or interns in administrative work, patient handling, and office processes when needed.
• Keep the workplace clean, safe, and well organized.
• Use protective equipment and other safety measures whenever required.
• Attend staff meetings, in-service sessions, and continuing education activities as required by policy.
• Work cooperatively within the team and complete other assigned tasks as needed.

Qualifications

• A bachelor’s degree is required.
• No prior work experience is required for candidates with a bachelor’s degree.
• Professional Project Management Professional (PMP) certification is considered an added advantage.

Additional Information

This is a full-time, onsite position based in Dhahran, Eastern, Saudi Arabia. The role involves handling confidential patient and staff information, supporting clinic operations, and maintaining compliance with health, safety, and privacy requirements.