Clinic Coordinator

JD Healthcare Group; Guildford; On-site; GBP 30,000 - 38,000; Full time

Benefits offered by this job

Annual leave 32 days

Life assurance

Pension plan

Nursery scheme

Gym discounts

Staff discounts

EV Car Scheme

Perkbox platform

Wellness programmes

Learning & development

Job summary

JD Healthcare Group in the United Kingdom is seeking a Clinic Coordinator to lead front-of-house operations and supervise the reception team, ensuring every patient and visitor receives an exceptional experience.

You will manage complex patient queries, bookings and registrations, and work with clinic management to keep day-to-day operations running smoothly and to the highest standards. If you thrive in a fast-paced, people-focused environment, we would love to hear from you.

Qualifications

• Excellent interpersonal and communication skills to create a welcoming environment.
• Proficient in Microsoft Office and patient management systems.
• Ability to manage multiple priorities in a busy clinic.
• Friendly, empathetic approach to patient support.

Responsibilities

• Lead front-of-house operations and escalate reception queries.
• Manage patient queries, bookings, and front-of-house processes including registration.
• Process patient payments and oversee end-of-day reporting.
• Support patient communication with follow-ups and cost explanations.
• Monitor patient outcome tracking lists for reporting and follow-up.
• Oversee stock control for reception and clinic supplies.
• Coordinate with IT, maintenance and external partners to resolve issues.
• Support clinic events such as open days, with occasional weekend cover.

Skills

Interpersonal skills

Communication

Microsoft Office

Multitasking

Customer service

Tools

EMR systems

CRM platforms

PRISM/HFEA portal

Reception software

Job description

About Us

JD Healthcare Group is one of the UK's leading fertility and reproductive healthcare providers, operating brands including London Women's Clinic, London Egg Bank, London Sperm Bank, KindIVF, Surrey Park Women's Clinic and Elective Egg Freezing across the United Kingdom. Since 1985, we have been supporting individuals and families through some of the most significant journeys of their lives — combining world-class clinical expertise with genuine human care. Everything we do is driven by a shared purpose: helping people build the families they dream of.

About the Role

As Clinic Coordinator at JD Healthcare, you will take a lead role in front-of-house operations — ensuring every patient, visitor and partner who comes through our doors receives a consistently exceptional experience. This is a role with real responsibility: you will supervise the reception team, manage complex patient queries and work closely with clinic management to keep day-to-day operations running smoothly and to the highest standards. If you thrive in a fast-paced, people-focused environment and want your work to carry real meaning, we would love to hear from you.

What You Will Do

• Lead front-of-house operations, acting as the first point of escalation for reception-related queries and ensuring a welcoming, well-organised patient environment at all times


• Manage complex patient queries, bookings and front-of-house processes with accuracy and efficiency, including appointment scheduling, patient registration and PRISM/HFEA portal administration


• Process patient payments accurately and oversee end-of-day financial reporting and records


• Support patient communication including post-consultation follow-ups, cost explanations and next-step guidance


• Monitor and update patient outcome tracking lists to support reporting and follow-up processes


• Oversee stock control for reception and clinic supplies, ensuring timely ordering and inventory management


• Liaise with IT, maintenance and external partners to resolve operational issues and maintain clinic functionality


• Support coordination of clinic events such as open days, contributing to continuous improvement and an exceptional patient experience (occasional weekend or bank holiday cover may be required)

What We Are Looking For

Essential

• Excellent interpersonal and communication skills with the ability to create a warm, welcoming environment for patients and colleagues


• Confident user of Microsoft Office (Outlook, Excel, Word, Teams), patient management systems, CRM platforms and electronic medical records (EMR)


• Strong ability to manage multiple priorities simultaneously, maintaining accuracy and meeting deadlines in a busy clinic setting


• Friendly, empathetic and responsive approach to supporting patients throughout their journey

Desirable

• Previous experience in a receptionist, front-of-house or customer service role, ideally within healthcare or a private clinic setting


• Experience handling appointments, bookings and patient or customer enquiries


• Familiarity with payment processing and basic financial administration


• Experience working in a fast-paced, customer-focused environment

What We Offer

• 32 days annual leave including bank holidays


• Life assurance


• Pension plan


• Workplace Nursery Scheme


• MyGym discounts


• Staff treatment discounts


• EV Car Scheme and Cycle2Work


• Perkbox benefits platform


• Health and wellness programmes
  
• Ongoing learning and development opportunities

Equal Opportunities

JD Healthcare is an Equal Opportunities employer. We are committed to diversity and inclusion and encourage applications from all backgrounds.