Clinic Coordinator

Sanctuary Clinics MY; Kuala Lumpur; On-site; MYR 36,000 - 58,000; Full time

Job summary

Sanctuary Clinics MY in Kuala Lumpur seeks a Clinic Coordinator to manage day-to-day operations on-site. You will coordinate appointments, welcome clients, and support billing and documentation while working closely with psychiatrists, therapists, and staff to maintain smooth patient flow.

The role requires confidentiality, empathy, and proactive problem-solving in a calm, patient-centred environment. Fluency in English and Bahasa Malaysia is preferred.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Healthcare Administration, Psychology or related field.
• 1–3 years of administrative, reception, customer service or clinic operations experience.
• Fresh graduates with strong admin or client-facing internships welcome to apply

Responsibilities

• Oversee daily clinic operations and ensure smooth workflow.
• Coordinate and schedule client appointments and optimise clinicians' availability.
• Manage reception: greet clients, answer calls/emails, handle inquiries professionally.
• Maintain accurate records: session trackers, invoices, payments and reports.
• Maintain up-to-date client files and confidentiality in line with PDPA.

Skills

Client-facing communication

Organisational skills

Confidentiality & PDPA compliance

Google Workspace

Multitasking

Empathy

Education

Diploma or Bachelor's degree in Business Administration, Healthcare Administration, Psychology

Tools

Practice management systems

Job description

Sanctuary Clinics MY is a private mental health clinic located in Pavilion Bukit Jalil, Kuala Lumpur. We provide compassionate, evidence-based psychiatric and therapeutic care for individuals, couples and families, both in person and online.

Our mission is to support our clients' journey towards lasting mental well-being by offering personalised, stigma-free care that integrates clinical excellence with genuine empathy.

We are committed to breaking the stigma surrounding mental health and creating safe, inclusive spaces for healing. Our multidisciplinary team works collaboratively to provide high-quality care that is both clinically grounded and deeply person-centred.

Role Description

The Clinic Coordinator is a full-time, on-site role based in the Federal Territory of Kuala Lumpur, Malaysia.

This position is responsible for coordinating daily clinic operations, including managing appointment schedules, welcoming clients, and ensuring a smooth check-in and check-out process. The Clinic Coordinator works closely with psychiatrists, therapists, and other staff to maintain accurate records, handle inquiries, and support efficient patient flow. Additional tasks include administrative duties, maintaining confidentiality of patient information, supporting billing and documentation processes, and helping to resolve client service issues promptly and professionally. The role requires a proactive, organized approach and a commitment to creating a supportive, calm clinic environment.

Key Responsibilities

Daily Operations

• Oversee day-to-day clinic operations to ensure efficiency and smooth workflow.
• Coordinate and schedule client appointments, optimising clinicians availability.
• Manage the reception area, including greeting clients, answering phone calls and emails, and handling enquiries professionally and empathetically.
• Perform accurate data entry and maintain records such as session trackers, invoices, payments, and internal reports.
• Organise and maintain up-to-date client files and records.
• Identify and resolve operational or administrative issues, escalating to appropriate personnel when needed.
• Act as the main point of contact between clients and clinicians, ensuring effective communication.
• Share client information, appointment details, billing updates, and other relevant communications promptly.
• Support clients with appointment reminders, follow-ups, and administrative needs related to their care.
• Proactively contact clients for appointment confirmations, reminders, and rescheduling.
• Assist with onboarding new clients by providing clear information about services, policies, procedures, and billing processes.

Supply & Records Management

• Maintain clinic supplies and ensure timely restocking.
• Keep the clinic environment organised, clean, and welcoming.
• Maintain accurate administrative and financial records in line with clinic protocols.

Qualifications

• Minimum Diploma or Bachelor's degree in Business Administration, Healthcare Administration, Psychology, or a related field
• 1-3 years of experience in administration, reception, customer service, or clinic operations

(Fresh graduates with strong administrative or client-facing internship experience are welcome to apply)

• Candidates with experience in healthcare, medical, mental health settings, appointment scheduling and practice management systems will be prioritised:
• Fluent in English and Bahasa Malaysia, both spoken and written; Mandarin or other languages are an advantage
• Strong organisational skills with high attention to detail, especially for data entry and record-keeping
• Excellent communication and interpersonal skills with a client-centred approach
• Comfortable supporting clients who may be distressed or anxious, with patience and empathy
• Ability to handle sensitive information with confidentiality and professionalism, in line with the Personal Data Protection Act 2010 (PDPA)
• Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive)
• Experience handling invoices, payments, or basic financial records
• Ability to multitask and perform effectively in a fast-paced environment
• Passionate about collaborating within a multidisciplinary team to support smooth, client-centred care