Admin - Rehab

Position: Coordinator – Multidisciplinary Rehabilitation (MDR) Unit

Required Skills & Knowledge

1. Stakeholder Communication & Coordination

• Serve as the single-point administrative interface between Physiotherapy, Occupational Therapy, Audiology & Speech-Language Pathology, Psychology, doctors, outreach teams, and programme managers.
  

·         Communicate effectively with doctors, therapists, beneficiaries, caregivers, partner NGOs, and external agencies.

• Handle service enquiries, referral coordination, and grievance escalation in line with MDR SOPs.
  
• Ensure timely dissemination of OPD schedules, staff rosters, camp plans, and review meeting updates.
  

2. MDR Administrative Systems & Workflow Management

• Experience in multidisciplinary clinic, hospital, or rehabilitation centre administration preferred.
  

·         Strong understanding of office management, coordination, and operational workflows.

• Coordinate space, equipment usage, and shared resource scheduling across MDR services.
  

3. OPD & Beneficiary Flow Management

• Plan and manage unit-wise and combined MDR OPD schedules for PT, OT, ASLP, Psychology, and medical consultants.
  
• Coordinate initial multidisciplinary assessments, internal referrals, and follow-up therapy appointments.
  
• Maintain real-time daily OPD dashboards: registrations, unit-wise caseload, no-shows, carry-forwards, and priority cases.
  
• Ensure smooth flow for walk-in OPD, school-based services, and outreach referrals.
  
• Knowledge of hospital/rehabilitation management systems and digital patient records preferred.
  

4. Finance, Billing & Donor Compliance

• Coordinate unit-wise OPD billing, package-based therapy charges, and hearing/assistive device transactions.
  
• Track donor-funded vs self-pay beneficiaries and ensure correct financial tagging.
  
• Monitor pending bills, vendor invoices, and service-level documentation for audits.
  
• Maintain basic financial MIS for MDR operations: daily collections, monthly revenue, unit-wise expense mapping.
  

5. MDR Reporting & Data Management

• Prepare daily MDR OPD reports: unit-wise attendance, new registrations, follow-ups, therapy sessions delivered.
  
• Prepare weekly caseload and performance reports: backlog, pending assessments, therapy adherence, outreach coverage.
  
• Prepare monthly MDR dashboards: beneficiary reach, services, unit productivity, revenue vs donor coverage, quality indicators.
  
• Intermediate to advanced Excel skills (pivot tables, dashboards, tracking tools).
  

6. Review & Performance Presentation Support

• Compile unit-wise and MDR-level KPIs for monthly and quarterly leadership reviews.
  
• Support performance analysis on quality, efficiency, outreach impact, and OPD growth.
  
• Prepare professional presentations (PowerPoint).
  

7. Documentation & Records Maintenance

·         Maintain complete, accurate, and up-to-date beneficiary files and records.

·         Ensure proper storage of registration forms, assessments, therapy notes, and follow-up details.

·         Update digital systems and registers regularly and ensure data accuracy and confidentiality.

8. Networking, Outreach & Referral Systems

• Build and manage partnerships with NGOs, government hospitals, schools, Anganwadi networks, community workers, and referral agencies.
  
• Coordinate multidisciplinary camps, awareness programmes, and satellite OPD clinics.
  
• Track referral sources and conversion to OPD/therapy services.
  
• Support expansion of MDR outreach and self-generation services.
  

Key Roles & Responsibilities

• Oversee end-to-end administrative operations of the Multidisciplinary Rehabilitation Unit (PT, OT, ASLP, Psychology).
  
• Manage centralised MDR OPD registration, internal referrals, and beneficiary flow.
  
• Ensure timely billing, financial documentation, and donor compliance tracking.
  
• Maintain accurate, confidential, and audit-ready MDR records.
  
• Coordinate daily with therapists, doctors, outreach teams, finance, and programme managers.
  
• Act as the primary coordination lead for partner organisations and referral networks.
  
• Support planning and execution of multidisciplinary camps, school programmes, and satellite clinics.
  
• Identify operational bottlenecks, quality gaps, and process inefficiencies and recommend system-level improvements.