Overview
We are seeking a friendly and organised Patient Co-ordinator / Clinic Front of House to join our healthcare team. This vital role involves providing exceptional customer service, managing patient appointments, and ensuring the smooth operation of the clinic's front desk. The ideal candidate will have previous office experience, excellent communication skills, and a professional demeanour to create a welcoming environment for all patients. This paid position offers an excellent opportunity to develop your career within a supportive healthcare setting.
Duties
- Greet patients warmly upon arrival and assist with check-in procedures
- Manage appointment scheduling and coordinate patient flow efficiently
- Answer phone calls, respond to enquiries, and direct calls appropriately
- Maintain accurate patient records and update information as needed
- Handle administrative tasks such as filing, data entry, and correspondence
- Ensure the waiting area remains tidy and welcoming at all times
- Support clinic staff with various administrative duties to facilitate smooth daily operations
- Follow health and safety protocols to ensure a safe environment for patients and staff
Skills
- Previous office or administrative experience is highly desirable
- Excellent organisational and time-management skills
- Strong communication abilities, both verbal and written
- Friendly, approachable manner with a professional attitude
- Ability to multitask effectively in a busy environment
- Proficient in using office software such as MS Office or similar programmes
- Attention to detail and accuracy in handling patient information
- Ability to remain calm under pressure and handle sensitive situations with discretion
This role is perfect for individuals who enjoy working in a healthcare environment and are committed to delivering outstanding patient care through efficient front-of-house support.
The Role
As our Patient Coordinator, you will be responsible for creating an exceptional patient experience from the first enquiry through to ongoing care.
Key Responsibilities
- Welcoming patients and ensuring they receive a five-star experience
- Managing incoming calls, emails, what's app messaging and online enquiries
- Assisting patients to book consultations and treatment appointments using clinic software
- Managing clinician diaries efficiently
- Following up patient enquiries and consultations
- Processing payments and finance applications
- Sending invoices to relevant individuals
- Supporting memberships and treatment plans
- Maintaining accurate patient records
- Assisting with clinic marketing and patient communications
- Ensuring reception and patient areas are presented to the highest standards
- Supporting the clinical team with day-to-day clinic operations (including Skin scanning, ensuring skin plans are sent out to patients).
- Stock checking/ordering, ensuring everyday consumables are well stocked.
What We're Looking For:
Essential Skills & Attributes
- Exceptional customer service skills
- Excellent verbal and written communication
- Strong organisational skills and attention to detail
- Professional, confident and friendly manner
- Ability to multitask in a fast-paced environment
- Positive attitude and proactive approach
- Strong IT and administrative skills
- Reliable, trustworthy and well-presented
- Team player
Desirable Experience
- Reception, customer service or patient coordinator experience
- Experience within aesthetics, beauty, healthcare, hospitality or luxury retail
- Experience with booking systems and Customer Relationship Management software
- Confidence in discussing treatment plans and memberships
- Basic knowledge of common aesthetic treatments and aftercare.
What We Offer
- From £13.50 per hour (£22,464 per annum) depending on experience plus pension contributions
- Ongoing training and development
- Career progression opportunities within a growing business
- Staff discounts on treatments and products
- Supportive and friendly team environment
- The opportunity to work within a premium aesthetics clinic
Hours
- Monday 9-5pm
- Wednesday 9-5pm
- Thursday 9-5pm
- Friday 1pm-5pm
- Saturday: 9:00am – 1:00pm
- Total: 32 hours per week
To Apply - Please send your CV together with a short covering email explaining (300 words max):
- Why you are interested in the role
- Any relative experience
- What excellent customer service means to you
- Why you would be a great addition to our team
We are looking for someone who is passionate about people, takes pride in their work and wants to grow with our business.
Closing Date: Applications will be reviewed as they are received, and early applications are encouraged.
Dr Kathryn Aesthetics & Skincare Ltd is an equal opportunities employer. We welcome applications from all suitably qualified candidates
Pay: From £13.50 per hour
Benefits:
- Employee discount
- Free parking
- On-site parking
Work Location: In person
