Patient Coordinator
Job Summary
Chequers Health is seeking a Patient Coordinator to be the steady, warm and confident first point of contact for our patients. This role is at the heart of our clinic — answering calls quickly, guiding patients through their next steps, managing complex schedules, and supporting the clinical team so every patient receives a seamless experience.
You will be responsible for high-quality call handling, scheduling, patient flow coordination, and confident appointment conversion, always within regulatory boundaries and delivered with warmth, professionalism and structure.
We’re looking for someone who can:
Ø Follow processes diligently and consistently
Ø Say “no” when required by policy or regulation, while remaining calm and friendly
Ø Communicate clearly and warmly, even under pressure
Ø Confidently guide uncertain patients to the right service
Ø Convert enquiries into bookings without ever sounding “salesy”
Ø Think strategically when scheduling to protect patient flow and clinic capacity
Key Responsibilities
Patient Interaction & Call Handling
Ø Answer incoming calls promptly (ideally within three rings) with confidence, warmth and clarity.
Ø Understand patient needs quickly and guide them to the appropriate service (GP, blood tests, scan, dermatology, etc.).
Ø Convert enquiries into bookings through confident explanation of services and clear next steps.
Ø Respond professionally to anxious, frustrated, or confused callers.
Ø Always maintain a calm and reassuring tone.
Scheduling & Patient Flow Coordination
Ø Manage a complex clinic diary with intelligence — balancing capacity, clinician schedules, overruns, and patient preferences.
Ø Protect peak periods by booking services strategically, ensuring smooth patient flow throughout the day.
Ø Coordinate multi-step visits (e.g., GP → bloods → scan) ensuring timing, room access, and staff availability align.
Ø Communicate delays professionally, set expectations, and maintain patient confidence.
Ø Identify opportunities to optimise the schedule — filling gaps, using cancellations effectively, and reducing bottlenecks.
Treatment Coordination
Ø Explain treatment plans clearly and ensure all steps are completed (e.g., consent, paperwork, follow-up bookings).
Ø Prepare clinical rooms and ensure the centre is ready for patients.
Ø Work closely with clinicians to support patient care and operational flow.
Insurance, Billing & Payments
Ø Present treatment costs confidently and take payments from self-pay and insured patients.
Ø Handle pre-authorisation information and documents with accuracy.
Ø Follow billing procedures to ensure financial accuracy and compliance.
Administrative Excellence
Ø Maintain patient records accurately in the various systems.
Ø Support with data entry, report generation and Microsoft Office tasks.
Ø Order and maintain stock, ensuring the environment is clean, organised and patient-ready.
Ø Contribute to internal meetings, training and quality improvement.
Qualifications & Skills
Education & Experience
We welcome applicants from a wide range of backgrounds — whether you have no GCSEs but strong customer-facing experience, or you're an ambitious graduate looking for your first role.
Experience in healthcare, opticians, dental, pharmacy, hotels, GP reception, or regulated customer service is an advantage.
Core Competencies
Communication & Behaviour
Ø Warm, clear and articulate communicator
Ø Calm, empathetic and confident, especially with anxious patients
Ø Able to set firm boundaries without sounding harsh
Ø Excellent verbal and written communication skills
Sales & Conversion
Ø Comfortable explaining prices and the value of services
Ø Confident guiding patients toward the right appointment
Ø Able to convert enquiries into bookings with ease and authenticity
Ø Motivated by measurable goals (e.g., call-to-booking conversion)
Scheduling & Coordination
Ø Strong organisational and multitasking skills
Ø Ability to plan the day’s flow, anticipating pressure points
Ø Capable of balancing clinician workload and patient needs
Ø Excellent attention to detail in a fast-paced environment
Technical & Process
Ø Proficient with Microsoft Office
Ø Strong data accuracy and record-keeping skills
Ø Quick to learn medical terminology and clinic pathways
Ø Committed to protecting patient confidentiality and compliance
Working Conditions & Benefits
Ø Fast-paced, patient-facing role including some evenings and weekends
Ø Full-time, onsite role in a private healthcare environment
Ø Opportunities for progression into senior coordination or non-clinical management as the company grows
Ø Ongoing training and development in patient communication, scheduling optimisation, and treatment pathways
Summary
The ideal Patient Coordinator is calm, structured and warm — someone who loves processes, thrives in busy moments, takes ownership of the diary, and naturally converts enquiries into bookings. You will play a central role in shaping the patient experience and supporting the clinical operations at Chequers Health.
Pay: £14.50-£15.50 per hour
Work Location: In person
