Walk-in || Night Admin Executive

2. Roles & Responsibilities

A. Patient Admission & Registration

1. Manage and supervise all patient admission and registration activities during night shifts.
2. Ensure accurate entry of patient details in the Hospital Management System (HMS).
3. Verify patient documents, identification details, admission forms and required approvals.
4. Coordinate with the RMO, nursing team and concerned departments for smooth admission.
5. Ensure timely allotment of beds, rooms and appropriate patient accommodation.
6. Handle emergency admissions and coordinate with the concerned medical team.

B. Billing & Cash Management

1. Supervise patient billing activities and ensure accuracy of all bills.
2. Verify advance payments, deposits, pending dues and outstanding balances.
3. Ensure proper collection and recording of cash, card and online payments.
4. Monitor billing updates and coordinate with the billing department for discrepancies.
5. Ensure proper handover of cash, receipts and billing records to the morning shift.
6. Monitor credit approvals, concessions and discounts as per management policy.
7. Ensure that no unauthorized discounts or financial adjustments are provided.

C. Patient Counselling & Grievance Handling

1. Counsel patients and their relatives regarding admission procedures, hospital facilities and administrative formalities.
2. Explain billing procedures, advance deposits, payment terms and discharge formalities.
3. Handle patient and relatives' queries, complaints and concerns professionally.
4. Coordinate with doctors and nursing staff regarding patient-related concerns.
5. Ensure patient satisfaction and maintain a positive hospital experience.
6. Escalate serious complaints, disputes and sensitive matters to senior management.
7. Maintain confidentiality of patient information and hospital records.

D. Hospital Rounds & Supervision

1. Conduct regular rounds of all hospital departments during the night shift.
2. Monitor the functioning of:
   
• IPD / Patient Rooms
• ICU / Critical Care Units
• Emergency Department
• OPD Area (if operational)
• Reception & Billing Department
• Pharmacy
• Laboratory
• Housekeeping Department
• Security Department
• Patient Waiting Areas
3. Check cleanliness, hygiene, safety and overall maintenance of hospital premises.
4. Ensure adequate availability of housekeeping, security and other support staff.
5. Identify operational issues during rounds and ensure timely corrective action.
6. Check whether all departments are functioning according to hospital protocols.

E. Staff Management & Coordination

1. Monitor attendance and punctuality of staff working during night shifts.
2. Ensure proper deployment and availability of nursing, housekeeping, security and support staff.
3. Coordinate with RMOs, nursing supervisors and department representatives.
4. Address staff-related issues and maintain discipline during night shifts.
5. Ensure that staff members follow their assigned duties and responsibilities.
6. Report staff shortages, absenteeism and misconduct to the concerned authority.
7. Ensure proper shift handover between evening, night and morning teams.

F. Emergency & Incident Management

1. Act as the administrative point of contact during night shifts.
2. Coordinate with the medical team during emergency situations.
3. Ensure immediate administrative support during medical emergencies.
4. Handle patient complaints, visitor-related issues and security concerns.
5. Report incidents such as patient falls, violence, theft, equipment breakdowns and other untoward events to management.
6. Ensure proper documentation of incidents and corrective actions.
7. Coordinate with security and emergency response teams whenever required.

G. Facility & Operational Management

1. Ensure the availability of essential hospital facilities during night shifts.
2. Monitor electricity, water supply, medical gases, lifts, air conditioning and other critical utilities.
3. Ensure that emergency equipment and backup systems are accessible and operational, with technical checks performed by authorized personnel.
4. Coordinate with the maintenance team in case of breakdowns or urgent repairs.
5. Monitor housekeeping activities and ensure proper waste disposal.
6. Ensure security of hospital premises, patient areas and restricted areas.
7. Report any infrastructure or facility-related concerns to management.

H. Documentation & Reporting

1. Maintain a Night Shift Administration Report on a daily basis.
2. Record patient admissions, discharges and transfers during the shift.
3. Maintain records of billing issues, pending payments and cash handover.
4. Document patient complaints, incidents and action taken.
5. Record staff absenteeism, shortages and operational challenges.
6. Prepare a list of pending issues requiring follow-up by the morning shift.
7. Submit the night shift report to the Hospital Administrator / Management every morning.

I. Other Administrative Responsibilities

1. Ensure implementation of hospital policies, rules and administrative procedures.
2. Monitor visitor management and ensure adherence to visiting hours.
3. Prevent unauthorized entry into restricted hospital areas.
4. Coordinate with doctors, consultants, nursing staff and other departments for smooth operations.
5. Ensure proper communication between night and day shifts.
6. Support management in implementing operational improvements.
7. Perform any other administrative responsibilities assigned by senior management.