Join our team

Vacancy: Patient Coordinator

We are looking for a motivated, hard working and smart individual to join our patient services team as a Patient Coordinator.

This varied, fulfilling role is full time and involves some long days (9-7.30) and Saturdays (9-4.30).

Applications are welcome from individuals who have previous experience in a similar role in a healthcare setting. Please read the job role details below, before applying.

Salary is negotiable depending on skills and experience.

Application deadline: Saturday 7th August, 2021


Job purpose

To ensure a smooth patient pathway from enquiry to follow up, attending to patient pre and post treatment needs and to assist in the smooth day-to-day running of the Clinic

Key tasks

To ensure clinic ethos and CQC regulations are promoted and followed at all times.


  • Assist with appointment booking process (make appointment, advise patient of what to expect, advise of charges as appropriate, give directions and car parking details etc.)
  • Answer phone and emails as required.
  • Liaise with private health providers to ensure letters, follow up and financials are dealt with in a timely manner.

Reception & waiting area

  • Welcome patients, ensuring comfort and care both pre and post treatment
  • Ensure patient information is collected and appropriate via pre and post treatment paperwork
  • Handle financial transactions and answer/handle queries as they arise
  • Manage clinician’s diary on Management Information Systems (MIS)
  • Check clinic diary for entries and take action accordingly (follow ups, messages, payments due etc)
  • Manage patient notes on MIS
  • Check equipment and systems are fully operational
  • Replenish information leaflets and cards as required
  • Ensure all public areas are clean, tidy and fully functional
  • Open/distribute mail as received
  • First line for difficult situations/complaints and to refer to line managers/clinical staff as and when appropriate


  • Accept deliveries, open and store as appropriate
  • Price, replenish and rotate stock as necessary
  • Assist with stocktaking
  • Advise Line Manager when stock needs to be ordered
  • Maintain displays (tidy, pull forward etc.)
  • Take patient orders and post/inform when arrived in clinic

Clinic support

  • Wash, dry and replenish towels, flannels and sponges as necessary
  • Replenish consumables daily (tissues, cotton wool etc).
  • Manage patient files
  • Manage Insured patient’s authorisation and invoices
  • Liaise with private providers and Healthcode
  • Keep up to date with all treatments, offers, price changes etc.


  • Spot clean as necessary

Health & safety

  • Comply with all fire, health and safety regulations
  • Responsible for advising others of H&S obligations whenever necessary
  • Assist patients and others to meeting place during an evacuation
  • Observe manual handling advice and guidance
  • Assist management through audits and monthly/weekly checks

Training & development

  • Take part and attend training meetings as required to fulfil job description
  • Train others if/as appropriate.

Other tasks

Complete any other task reasonably requested by managers and clinical staff, in addition to any or all of the above.

Person specification

Criteria Essential Desired
Attainments/competencies Microsoft office applications

GCSE Grade 5 (C) equivalent English/Maths

Experience required Reception/admin/customer  service position in a Healthcare setting. Electronic record keeping of patient notes.

Private Healthcare/Healthcode experience

Social media marketing

Skills Standard English grammar, punctuation, and spelling.

Letter writing/emails

Personal Confident, outgoing, team member/self sufficient as required, cope well under pressure, multi-tasker, hardworking, punctual.

Flexible approach to work conditions and hours.

Smart appearance (no visible tattoos; ear piercings only).

Patient and good listener.

Passionate about skin health and positive patient outcomes.