Patient Coordinator — Harmony Medical
Please read the full description before applying - details on how to apply will be found at the bottom.
Days: Monday to Thursday, with weekend availability if needed.
Pay: £135/day.
We're hiring at Harmony Medical — and this is not a standard receptionist job.
We are a doctor-led, CQC-registered aesthetic clinic with sites in Halifax and on Harley Street, London. We are looking for a Patient Coordinator to join us part-time.
This is the person who makes sure our patients are looked after, and our diary is full. You'll answer enquiries, book people in, chase the ones who haven't replied, and make sure nobody falls through the gaps.
Many of our patients come to us worried, and a number have had treatment elsewhere that did not go to plan. How they are spoken to matters.
You don't need healthcare experience. We provide full training on every treatment and system we use.
The Role
Enquiries and bookings
- Answering enquiries by WhatsApp, telephone, email and Instagram
- Booking patients in, and rescheduling when plans change
- Following up enquiries that haven't yet booked
- Booking existing patients back in for their next appointment
- Filling cancellations and unbooked slots
- Explaining treatments, prices and appointment options clearly
Looking after patients
- Welcoming patients when they arrive and settling them in
- Managing check-in and check-out
- Acting as chaperone during patient examinations
- Sending appointment preparation and aftercare information
- Asking for reviews and following them up
- Being the calm, familiar voice patients recognise
Keeping the clinic running
- Managing the diary across both sites
- Keeping patient records accurate and up to date
- Processing paperwork, consent forms and payments
- Keeping the enquiry tracker current
- Producing a short weekly report on enquiries, bookings and rebookings
- Monitoring stock and clinic supplies
- Keeping clinic areas clean and presentable
- Following clinic policies on confidentiality, data protection, safeguarding, infection control and health and safety
We're Looking For Someone Who Is
- Kind, warm and genuinely good with people
- Organised, reliable and calm when it's busy
- Comfortable picking up the phone and calling someone back
- Confident explaining treatments and prices, without being pushy
- Mature and steady
- Trustworthy with confidential medical information
- Comfortable with booking systems, shared documents and WhatsApp Business
Experience & Skills
Essential
- Previous experience in reception, administration, customer service, appointment booking or sales
- Strong organisational skills and attention to detail
- Excellent spoken and written English, and a warm telephone manner
- Able to manage a high volume of enquiries without losing track of any
- Able to work independently on remote days
Desirable
- Previous experience in a private clinic, dental practice, private GP or premium hospitality environment
- Experience using patient-management or booking software
- Interest in skincare, aesthetics or wellness
What Success Looks Like
The things we'll look at together each week:
- How many new enquiries came in
- How many of those booked
- How many existing patients booked back in
- How many patients rebooked on the day of their appointment
- How many gaps in the diary were filled
Targets and baselines are agreed when you start and reviewed at three months.
Location & Working Pattern
Halifax HX1 2AF and Harley Street, London
4 days per week, Monday to Thursday, with weekend availability if needed.
In clinic in person on clinic days. Non clinic days can be worked from home.
No patient is booked after 7pm, so 7pm is the latest finish.
Additional hours may be required to cover annual leave or absence.
What We Offer
£135 per day. Four days a week, around £28,000 a year.
Self-Employed Position
Discounted treatments + Skincare
Full training on every treatment and system
Direct access to the clinical team and the founder
How to Apply
Send your CV and answer these three questions in the body of your email:
- Tell us about a time you had to give someone bad news, and how you handled it.
- A patient enquired four days ago and hasn't replied to your message. What do you do?
- A patient is worried about their skin and doesn't know what to do — what would you advise them?
Applications without answers to all three questions will not be considered.
All email applications to be sent to: [email protected]
Job Type: Part-time, permanent
Pay: £135 per day
Schedule: Four days per week, Monday to Thursday
Work Location: Hybrid. In clinic Halifax or remote on admin days.
Pay: £135.00 per day
Benefits:
- Company events
- Employee discount
- Work from home
Work Location: Hybrid remote in Halifax HX1 2AF
