Receptionist / Patient Care Coordinator

Confidential; Surrey Heath; On-site; GBP 26,000 - 28,000; Full time

Benefits offered by this job

Business mileage paid at 45p per mile

Full training on all practiceprocedur

Small team working directly with CEO

Job summary

Confidential private GP and dental membership practice on the Surrey Heath/Berkshire border is seeking a Receptionist / Patient Care Coordinator. You will run the front of the practice, working closely with the CEO and Medical Director to ensure smooth operations and exceptional patient care.

You will manage diaries, clinics, referrals, membership, stock and payments, becoming the go-to person for patients and staff alike.

Qualifications

• Front-of-house or patient coordination experience in healthcare or private clubs.
• Polished phone & face-to-face manner for high-expectation clients.
• Excellent diary, tracker and process management skills.
• Shows ownership and follows tasks through to completion.
• Familiar with practice management systems, CRM and MS 365/SharePoint.
• Good numeracy for invoicing and payments.
• Upholds confidentiality and GDPR.
• Has a UK driving licence and car for business mileage.

Responsibilities

• Manage front-of-house operations and greet patients, handle calls and emails, convert inquiries to bookings.
• Coordinate weekly and daily clinics, ensuring bookings, payments, paperwork and supplies are ready.
• Handle clinical admin like blood tests, referrals and lab collections; maintain trackers.
• Manage membership renewals and health checks; keep CRM up to date.
• Handle payments, invoices and monthly statements; chase outstanding items.
• Oversee stock and facility opening/closing each day.
• Support CEO and Medical Director, update on projects, liaise with external suppliers.

Skills

Front-of-house coordination

Phone & in-person communication

Highly organised

Ownership & drive

Practice management systems

CRM & Microsoft 365

Invoicing & payments

Confidentiality & GDPR

Driving licence & car

Tools

CRM software

MS 365/SharePoint

Job description

Receptionist / Patient Care Coordinator
Private GP & Dental Membership Practice Surrey Heath / Berkshire border

Type: hours/week, flexible
Salary: k FTE, pro rata
Reports to: CEO & Medical Director
Start: As soon as possible

About the role

We are a small, CQC-registered private GP and dental membership practice on the Surrey Heath / Berkshire border, operating from two sites, one within a private hospital. We offer private GP care, annual health checks, dental care and a membership service to individuals and families who expect a personal, premium standard of care.

We are a small business, and this is a central role in it. We are looking for a Receptionist / Patient Care Coordinator to run the front of the practice, working closely and directly with the CEO and Medical Director every day. You will be the first and last point of contact for every patient, and you will own the day-to-day running of the practice: diaries, clinics, referrals, membership, stock and payments.

This is a hands-on role with real responsibility, for someone who takes ownership, looks ahead, and takes pride in patients being looked after properly.

What you will do

Full written procedures exist for all of this. You will be trained on them, and you will help improve them.

• Front of house. Be the welcoming, calm, professional face and voice of the practice. Answer calls promptly, deal with emails the same day, greet patients and see them off, and turn new enquiries into bookings
• Run the clinics. Look ahead at every clinic each week and each day so that bookings, payments, paperwork and supplies are all in place before the clinician walks in. Support the clinician during clinic and action their plan afterwards
• Clinical admin. Organise blood tests, specialist and imaging referrals and laboratory collections, and keep a tracker so nothing is lost or left unchased
• Membership. Introduce our membership to every new patient, look after existing members, manage renewals and annual health checks, and keep the CRM accurate
• Finance admin. Take payments, raise invoices, prepare monthly statements, chase what is outstanding and check supplier invoices
• Stock and premises. Monthly stock checks, ordering, and opening and closing the practice each day
• Business coordination. Keep track of the projects the CEO has in motion, be the point of contact for outside suppliers (website, marketing, advertising), help develop local partnerships, and give the CEO a short weekly update

What we are looking for

Essential

• Experience in a front-of-house, reception or patient/customer coordination role, ideally in a private healthcare, dental, hospitality or members' club setting
• Warm, confident and polished on the phone and in person; comfortable with discerning, high-expectation clients
• Highly organised: able to run several diaries, trackers and processes at once without dropping anything
• Looks ahead and takes ownership. Chases things through to completion without being asked
• Confident with technology: practice management systems, CRM, Microsoft 365/SharePoint, email and spreadsheets
• Numerate and accurate: comfortable with invoicing, payments and reconciling figures
• Understands confidentiality and GDPR and applies it instinctively
• Full UK driving licence and own car (business mileage is paid)

Desirable

• Experience in a private GP, dental or clinic setting, or with a practice management system such as Semble
• Experience selling or promoting a membership or subscription service
• Experience coordinating suppliers, contractors or small projects
• Familiarity with social media content or community outreach

Hours, location and pay

• Hours: 25 to 45 hours a week. Part-time or full-time, with the option to grow the hours over time. We are flexible on the pattern for the right person. Some weekend work is involved
• Location: Surrey Heath / Berkshire border. Based at our main practice site, with a monthly visit to our second site and occasional travel to collect supplies
• Salary: £26,000 to £28,000 full-time equivalent, pro rata for part-time hours, depending on experience
• Benefits: Business mileage paid at 45p per mile. Full training on all practice procedures. A small, close team working directly with the CEO
• Start: As soon as possible
• Requirements: Right to work in the UK. Full UK driving licence. An enhanced DBS check will be required