Administrative Coordinator – Psychology Practise

Assist World; Philippines; On-site; PHP 357,000 - 580,000; Full time

Job summary

Assist World is seeking an organized Administrative Coordinator to support a specialist concierge psychology practice in the Philippines. You will coordinate patient appointments, manage calendars and ensure timely, compassionate communication with patients and healthcare providers.

The role requires strict confidentiality, the ability to manage competing priorities in a fast-paced setting, and a focus on efficient administrative processes that keep the clinic operating smoothly and safely.

Responsibilities

• Manage patient scheduling, appointments and calendar coordination.
• Coordinate multi-day treatment sessions, retreats and other specialist care arrangements.
• Communicate professionally with patients, healthcare providers and external partners via email and other appropriate channels.
• Manage patient correspondence, including drafting responses, summarising emails and following up on outstanding matters.
• Maintain accurate and confidential patient records within the practice's EMR/EHR system.
• Coordinate administrative arrangements for the psychologist, including medical and wellness appointments where required.
• Monitor incoming communications and identify urgent requests that require immediate escalation to the psychologist.
• Support the development of more efficient administrative processes, including automated calendar management and patient appointment confirmations.
• Assist with general administrative duties and ensure the practice operates efficiently.
• Handle all sensitive information with the highest level of discretion and professionalism.

Job description

About the Role

We are seeking a highly organised, tech-savvy Administrative Coordinator to support a specialist concierge psychology practice that provides personalised mental health care to individuals with complex and acute needs. The practice works with patients who may require urgent psychiatric support, including individuals who have struggled to find suitable care elsewhere. The successful candidate will play a vital role in keeping the practice running smoothly, coordinating appointments and ensuring patients receive timely, professional and compassionate communication. This is an opportunity for an experienced healthcare administrator who thrives in a fast-paced environment, understands the importance of confidentiality and can confidently manage competing priorities.

Key Responsibilities

• Manage patient scheduling, appointments and calendar coordination.


• Coordinate multi-day treatment sessions, retreats and other specialist care arrangements.


• Communicate professionally with patients, healthcare providers and external partners via email and other appropriate channels.


• Manage patient correspondence, including drafting responses, summarising emails and following up on outstanding matters.


• Maintain accurate and confidential patient records within the practice's electronic medical record (EMR/EHR) system.


• Coordinate administrative arrangements for the psychologist, including medical and wellness appointments where required.


• Monitor incoming communications and identify urgent requests that require immediate escalation to the psychologist.


• Support the development of more efficient administrative processes, including automated calendar management and patient appointment confirmations.


• Assist with general administrative duties and ensure the practice operates efficiently.


• Handle all sensitive information with the highest level of discretion and professionalism.