Clinic Patient Coordinator

SEVEN Wellness Club; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading wellness clinic in Dubai seeks a Patient Coordinator responsible for optimizing patient experience and administrative support. Duties include managing appointments, assisting with patient inquiries, and ensuring compliance with healthcare regulations. Ideal candidates should have a bachelor’s degree in a relevant field, experience in a client-facing role, and strong organizational and communication skills. This role offers a unique opportunity to enhance patient relations and contribute to clinic operations.

Qualifications

• Minimum 2 years of experience in a client-facing role within a healthcare or wellness facility.
• Strong understanding of clinic operations, patient coordination, and customer service principles.
• Knowledge of Dubai Healthcare Authority (DHA) regulations is a plus.

Responsibilities

• Serve as the primary point of contact for patients and address inquiries.
• Maintain accurate and up-to-date patient records in the clinic management system.
• Manage the clinic’s appointment booking system to maximize efficiency.
• Assist patients with insurance queries and process payments.
• Ensure adherence to DHA regulations regarding patient confidentiality.
• Foster strong relationships with patients and act as a liaison.

Skills

Customer service excellence

Organizational skills

Attention to detail

Communication skills

Problem-solving

Technology proficiency

Education

Bachelor’s degree in Healthcare Administration or related field

Tools

Appointment scheduling software

Electronic medical records (EMR) systems

Job description

The Patient Coordinator plays a critical role in ensuring a seamless and positive patient experience at the Clinic. Acting as the first point of contact for patients this role involves managing appointments, handling patient inquiries, assisting with administrative tasks and supporting the Clinic Manager in ensuring smooth clinic operations. The Patient Coordinator is responsible for maintaining excellent patient relationships, ensuring high levels of customer satisfaction and contributing to the clinic’s overall efficiency.

1. Patient Coordination & Customer Service

• Serve as the primary point of contact for patients, addressing inquiries and providing information on clinic services.
• Greet patients in a professional and friendly manner, ensuring a welcoming atmosphere.
• Schedule, reschedule, and confirm patient appointments, ensuring optimal scheduling to minimize wait times.
• Assist patients with pre-appointment paperwork, insurance verification, and necessary documentation.
• Address and resolve patient concerns and complaints in a timely and professional manner.
• Educate patients on available treatments, diagnostic screenings, and wellness programs offered at the clinic.

2. Administrative Support

• Maintain accurate and up-to-date patient records in the clinic management system.
• Assist with patient check‑in and check‑out processes, ensuring all necessary documents and payments are collected.
• Coordinate with medical and non‑medical staff to ensure a smooth patient journey through the clinic.
• Support the Clinic Manager in daily administrative tasks including report generation and operational coordination.
• Assist in maintaining front desk and waiting areas to ensure a clean, organized, and professional environment.

3. Appointment & Scheduling Management

• Manage the clinic’s appointment booking system to maximize efficiency and minimize gaps in the schedule.
• Follow up with patients to confirm appointments and provide necessary pre‑appointment instructions.
• Monitor appointment cancellations and implement strategies to reduce no‑shows.
• Coordinate with doctors, nurses, and wellness practitioners to optimize their schedules and availability.

4. Billing & Insurance Assistance

• Assist patients with insurance queries and coordinate with the finance team to ensure proper documentation for claims.
• Process patient payments, generate invoices, and provide payment receipts.
• Maintain knowledge of insurance policies and eligibility requirements to help patients navigate their coverage.

5. Compliance & Quality Assurance

• Ensure adherence to DHA regulations regarding patient confidentiality and medical records management.
• Assist in maintaining compliance with clinic policies, procedures, and industry best practices.
• Monitor and report any operational issues affecting patient experience or compliance.

6. Communication & Relationship Management

• Foster strong relationships with patients by ensuring clear and effective communication.
• Act as a liaison between patients and healthcare providers to facilitate smooth information flow.
• Gather patient feedback and suggest improvements to enhance service quality and patient satisfaction.
• Work closely with the marketing team to promote patient engagement initiatives and wellness programs.

Requirements

• Bachelor’s degree in Healthcare Administration, Business Administration, or a related field preferred.
• Minimum 2 years of experience in a client‑facing role within a healthcare or wellness facility.
• Strong understanding of clinic operations, patient coordination, and customer service principles.
• Knowledge of Dubai Healthcare Authority (DHA) regulations is a plus.
• Experience with appointment scheduling software and electronic medical records (EMR) systems.
• Excellent organizational skills with strong attention to detail.
• Exceptional communication and interpersonal skills with fluency in English (Arabic proficiency is a plus).
• Ability to handle sensitive patient information with discretion and professionalism.

Key Competencies

• Customer Service Excellence: Ability to provide a warm and engaging patient experience.
• Organizational Skills: Capable of handling multiple tasks efficiently and ensuring smooth scheduling.
• Attention to Detail: Ensuring accuracy in patient records, billing, and scheduling.
• Communication & Interpersonal Skills: Strong ability to interact effectively with patients, staff, and management.
• Problem‑Solving & Adaptability: Ability to resolve patient concerns and adapt to a fast‑paced healthcare environment.
• Technology Proficiency: Comfort with clinic management software and digital patient records.