Part-Time Assistant Patient Liaison

Castle Craig; United Kingdom; Remote; GBP 12,000 - 16,000; Part time

Job summary

Castle Craig Hospital seeks an organised Assistant Patient Liaison to support Castle Health Outpatient. This online role coordinates patient journeys, records, scheduling, and clinical administration, reporting to the Outpatient Services Manager.

You will handle patient records in EMR/CRM, bookings, onboarding, and communications with patients and therapists, while maintaining confidentiality and high professional standards. This is a remote, part‑time (20 hours/week) position based in the UK.

Qualifications

• Previous experience in an administrative role, ideally within healthcare, clinical, or professional services.
• Exceptional organisational skills with the ability to manage multiple tasks and priorities.
• High level of accuracy and attention to detail, particularly in documentation and record-keeping.
• Confident and professional written and verbal communication skills.
• Discretion and integrity, with a strong commitment to patient confidentiality.
• Ability to work independently and use initiative within a small team environment.
• Competent IT skills and confidence learning new systems.
• The successful candidate must be based in the UK.
• Experience using electronic medical record (EMR) or CRM systems.
• Experience in mental health, addiction treatment, or outpatient services.
• Understanding of GDPR and data protection in a clinical setting.
• Experience using Mailchimp or similar communication platforms.

Responsibilities

• Maintain accurate and up‑to‑date patient records across EMR & CRM and booking spreadsheets.
• Support patient registration, documentation, and onboarding with SOPs.
• Liaise with patients and therapists to coordinate schedules and send calendar invitations.
• Create personalised patient timetables for bespoke treatment programmes.
• Update and maintain booking data for accurate reporting.
• Process patient payment details and liaise with Finance as required.
• Provide admin support for psychiatry appointments, including coordination and follow‑up.
• Support group registration, attendance tracking, and feedback gathering.
• Assist with continuing care records and associated documentation.

Skills

Administrative experience

Organisational skills

IT literacy

Discretion and confidentiality

Tools

EMR systems

CRM systems

Mailchimp

Job description

We are seeking a highly organised and compassionate Assistant Patient Liaison to join the growing Castle Health Outpatient team. This is an online administrative role that plays a vital part in supporting outpatient services by ensuring that patient journeys, clinical administration, and operational processes run smoothly and efficiently.

Purpose of the Role

The Assistant Patient Liaison (APL) provides day‑to‑day administrative support across Castle Health Outpatient, working directly beneath the Outpatient Services Manager and in close collaboration with Outpatient Services team, which includes a Lead Patient Liaison and Assistant Patient Liaison. The role exists to ensure that patient‑facing processes, records, scheduling, and operational tasks are handled accurately, professionally, and in line with established procedures as the service continues to grow.

This is an online colleague‑facing role involving regular telephone calls, emails, and meetings. The post‑holder will be a reliable and professional point of contact, supporting clinical delivery while maintaining high standards of confidentiality, organisation, and communication.

• Maintain accurate and up‑to‑date patient records across all relevant systems, including KIPU EMR & CRM and booking spreadsheets.
• Support patient registration, documentation, and onboarding, including issuing Terms & Conditions, consent forms, and other patient‑facing documentation in line with SOPs.
• Liaise with patients and therapists to coordinate schedules and send calendar invitations.
• Assist with the creation of personalised patient timetables for bespoke treatment programmes.
• Update and maintain booking data to support accurate reporting.
• Process patient payment details and liaise with Finance as required.
• Provide administrative support for psychiatry appointments, including coordination and follow‑up correspondence.
• Support group registration, attendance tracking, patient check‑in calls, and feedback gathering.
• Provide administrative support for patient transitions from residential treatment into outpatient and continuing care services.
• Assist with maintaining accurate continuing care records and related documentation.

Operational support

• Send therapist supervision reminders and follow up on ward round and caseload review submissions.
• Collate ward round information and maintain accurate tracking records.
• Provide secondary system administration support during periods of staff absence.
• Support scheduling and minute‑taking for team meetings as directed.
• Maintain accurate digital filing across KIPU, Google Drive, and other systems.
• Undertake additional administrative duties as reasonably required.

Recovery Club administration

• Support the day‑to‑day administration of the Recovery Club (alumni service).
• Manage mailing lists and communications using Mailchimp or similar platforms.
• Coordinate registration, logistics, and communications for Recovery Club sessions, workshops, and events.
• Maintain cohort group membership within agreed capacity limits.
• Liaise with the Recovery Club facilitator regarding session logistics and communications.

Please note: As Castle Health Outpatient continues to develop, the responsibilities associated with this role may evolve. Flexibility and adaptability are essential.

Person Specification

• Previous experience in an administrative role, ideally within healthcare, clinical, or professional services.
• Exceptional organisational skills with the ability to manage multiple tasks and priorities.
• High level of accuracy and attention to detail, particularly in documentation and record‑keeping.
• Confident and professional written and verbal communication skills.
• Discretion and integrity, with a strong commitment to patient confidentiality.
• Ability to work independently and use initiative within a small team environment.
• Competent IT skills and confidence learning new systems.
• The successful candidate must be based in the UK.
• Experience using electronic medical record (EMR) or CRM systems.
• Experience in mental health, addiction treatment, or outpatient services.
• Understanding of GDPR and data protection in a clinical setting.
• Experience using Mailchimp or similar communication platforms.

Working Hours

• 20 hours per week
• Part‑time, with flexibility required within contracted hours

About Us

Delivering compassionate care and achieving the best outcomes for people suffering from addiction and related mental health conditions is at the heart of everything we do. All of us at Castle Craig are committed to this purpose.

Castle Craig Hospital is a centre of excellence in addiction treatment, operating an abstinence‑based, 12‑Step‑informed programme since 1988. We are located in the Scottish Borders, approximately 45 minutes from Edinburgh and 50 minutes from Glasgow.

Castle Health Outpatient forms part of our wider commitment to providing high‑quality care beyond residential treatment, supporting recovery through outpatient services, continuing care, and alumni programmes across the UK and Europe.

Safer Recruitment

Castle Craig is committed to safer recruitment practices. Appointment to this role will be subject to appropriate pre‑employment checks, including references and a Disclosure and Barring Service (DBS) check where applicable.