Job Description

The Patient Coordinator plays a key role in ensuring the smooth day-to-day running of the practice's front desk operations. As the first point of contact for patients and external services, the role demands a high standard of professionalism, communication, and attention to detail. Patient Coordinators provide essential support to the clinical and administrative teams, helping to deliver efficient, patient-focused care. Core Responsibilities The following are the core duties of the Patient Coordinator.



There may be occasions where additional tasks are required, depending on workload and staffing levels: a. Appointment Management: Maintain and monitor the appointment system, ensuring accuracy and efficiency. b. Patient Interaction: Process appointment requests made in person, via telephone, and online.

c. Call Handling:

Answer incoming calls promptly, transferring calls or dealing with requests appropriately. d. Service Signposting: Direct patients to the appropriate clinician, service, or external provider when necessary.

e. Communication:

Initiate and respond to requests from patients, colleagues, and external agencies. f. Administrative Support: Photocopy documentation and provide general clerical assistance as required.

g. Mail Management:

Sort, distribute, and prepare incoming and outgoing mail. h. Data Entry: Accurately input new and temporary patient registrations and update records as needed.

i. Policy Compliance:

Adhere strictly to all practice policies, procedures, and confidentiality requirements. j. Record Keeping: Enter relevant information into patient healthcare records in a timely and accurate manner.

k. Information Requests:

Direct internal and external information requests to the correct departments or personnel. l. Query Management: Resolve or escalate patient and administrative queries efficiently and professionally.

m. Workspace Maintenance:

Ensure the reception desk is clean, tidy, and well-organised at all times. n. Waiting Area Oversight: Monitor and maintain the cleanliness and orderliness of the waiting room.

o. Clinical Support:

Assist clinical staff with general administrative and logistical tasks as required. p. Opening/Closing Procedures: Carry out reception opening and closing duties as scheduled on the duty rota.



Essential Skills and Qualities Excellent verbal and written communication Strong organisational and multitasking skills Polite, patient-focused, and professional manner Ability to work both independently and as part of a team Confident in using IT systems, including appointment software and Microsoft Office Adaptable, proactive, and able to manage changing priorities High level of confidentiality and discretion Training and Development Patient Coordinators are expected to undertake regular and relevant training to remain up to date with systems, procedures, and best practices. Training may be delivered internally or through approved external providers. Additional Information This job description is not exhaustive and may be subject to change, in consultation with the post-holder, to reflect the evolving needs of the practice.