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Clinical Schedule Coordinator

Phoenix Recruitment Consultant’s
£28,000.00 - £30,000.00 /Year

Job Description

Specialising in same day diagnostics and outpatient medical and dental services that deliver an extensive range of treatments, the priority is to provide patients with the unrivalled care, time and attention they deserve. 
From the first point of contact at our state-of-the-art 20,000 sq ft clinic in Hemel Hempstead, Hertfordshire, through consultation, diagnosis, treatment and beyond, patient well-being will be central to everything we do. 
Working with highly qualified GPs, medical consultants, dentists, support staff and the most advanced diagnostic and imaging equipment available in the industry enables us to deliver an exemplary standard of patient care in addition to an extensive range of medical and dental services and treatments all under one roof. 

The Clinical Schedule Coordinator is responsible for the efficient and effective operation for the clinical scheduling of rooms and patients, including responding to requests for leave from clinical colleagues, preparation and organisation of the appointment scheduling, and dealing with requests for changes. The role works as part of the Patient Services Team, which provides the administrative support for the clinic and reports to the Patient Services Manager 

Key Responsibilities 
  • Meeting clinicians prior to them commencing in the clinic to ascertain their preferred clinical and administration needs, including equipment and support staff. 
  • Managing the clinician’s availability, co-ordination of room bookings; ensuring the clinical system reflects this. 
  • Establishing and maintaining excellent working relationships with Consultants private secretaries ensuring that patients requirements are met and that an efficient booking process is developed and maintained 
  • Managing onward external referrals pathways to ensure patients are treated effectively and efficiently to the same high standard of care during periods where their care is not under the direct control of the client. 
  • Developing a range of key performance indicators to include room usage and income, clinician’s forecast and actual availability, source of referral for patients, etc., to include statistical audit and analysis. 
  • Scheduling of all clinicians including, but not limited to, Consultants, GP’s, Dentists and Physiotherapists 
  • Administer record and respond to requests for leave from clinicians, within practice policy, referring any queries to the General Manager 
  • Maintain accurate and up-to-date records for clinician’s annual leave, sickness leave, maternity leave etc. and provide data as requested to HR, payroll and the General Manager 
  • Liaise with Patient services to enter clinician’s schedules on to the computer system, ensuring that appointments are available in good time 
  • Prepare clinic schedules in advance taking into consideration patients demand and anticipating availability for clinicians 
  • After agreeing with the General Manager liaise with clinicians to increase /decrease availability as required 
  • Regularly meet and communicate efficiently with all clinicians covered by the scheduling system to ensure the clarity of working arrangements and to maintain operational effectiveness of the clinic 
  • Cancel and re-arrange clinical sessions when necessary, ensuring patients are contacted as required to re-arrange their appointments 
  • Co-ordinate the on-boarding arrangements of all new clinicians, to include induction dates and internal meetings, training and event programmes and any seminars. 
  • Manage clinic communication to clinicians as advised by the General Manager, keeping the team abreast of local matters. 
  • Check clinician’s monthly invoices for accuracy and advise the General Manager of any discrepancies 
  • Liaise with General Manager/Patient Services where necessary to address any problems 

  • Participate in regular review of clinic activities ensuring the patient journey, comfort, safety and patient services outcomes continue to be at the forefront of the agenda and are maintained at the highest level. 
  • Contribute to a culture of continuous quality improvement in all areas including participating in audit of dental services, standards, outcomes and patient feedback. 
  • Utilise the Datix system to manage all issues relating to quality and risk. 
  • Participate in the investigation of complaints and incidents and ensure appropriate learning takes place throughout the whole clinic. 

  • Always work within all the company’s policies and procedures including those relating to information governance, clinical governance, health and safety, safeguarding, and equality and diversity. 
  • All employees have a responsibility for safeguarding and promoting the welfare of children and adults. Further guidance can be sought from local policies and procedures and your designated organisational lead. 
  • Demonstrate a positive commitment to our values and a genuine focus on delivering high quality care and service to patients.

Job Requirements

Educational/Professional Qualifications

  • A sound general education to GCSE level or equivalent, equivalent working experience, or relevant qualifications.
  • Secretarial skills

Experience and Skills

  • Good general computer skills, including the ability to use Microsoft Office, email and the Internet
  • Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines
  • Previous experience that demonstrates excellent attention to detail
  • An excellent standard of grammar and spelling in the English language
  • The ability to implement systems and processes
  • Previous experience in a clinic or healthcare environment
  • Experience in managing and communicating with clinicians
  • Management of diaries, schedules, logistics.

Personal Attributes

  • A friendly and approachable manner, with good people skills, showing understanding, care and assertiveness when appropriate
  • Be able to work independently and use initiative
  • Produce accurate and thorough work in a prompt and efficient manner, working to set timescales
  • Be able to communicate clearly and effectively with a wide range of individuals, both verbally and in writing
  • Manage conflict, challenging behaviour, emotional events calmly and positively, and adhere to procedures
  • A conscientious approach and commitment to working in an adaptable and flexible manner

  • Deal with personal information sensitively and respect people's right to confidentiality
  • Work positively and effectively, multitasking as a member of a busy team
  • Articulate and Confident and personable Communicator
  • Ambassador for the brand, who puts the patient first in all they do.
  • High standards of personal presentation appropriate to a quality healthcare environment

Contact Info

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Isabelle Nayna