Clinic Patient Coordinator

Overview

The Patient Coordinator plays a critical role in ensuring a seamless and positive patient experience at the Clinic. Acting as the first point of contact for patients, this role involves managing appointments, handling patient inquiries, assisting with administrative tasks, and supporting the Clinic Manager in ensuring smooth clinic operations. The Patient Coordinator is responsible for maintaining excellent patient relationships, ensuring high levels of customer satisfaction, and contributing to the clinic’s overall efficiency.

• Patient Coordination & Customer Service – Serve as the primary point of contact for patients, addressing inquiries and providing information on clinic services; greet patients professionally to create a welcoming atmosphere; schedule, reschedule, and confirm appointments to minimize wait times; assist with pre-appointment paperwork, insurance verification, and required documentation; address and resolve patient concerns and complaints in a timely and professional manner;
  
  educate patients on available treatments, diagnostic screenings, and wellness programs offered at the clinic.
• Administrative Support – Maintain accurate and up-to-date patient records in the clinic management system; assist with patient check-in and check-out processes, ensuring all necessary documents and payments are collected; coordinate with medical and non-medical staff to ensure a smooth patient journey; support the Clinic Manager in daily administrative tasks, including report generation and operational coordination; maintain front desk and waiting areas to ensure a clean, organized, and professional environment.
• Appointment & Scheduling Management – Manage the clinic’s appointment booking system to maximize efficiency and minimize gaps in the schedule; follow up with patients to confirm appointments and provide pre-appointment instructions; monitor appointment cancellations and implement strategies to reduce no-shows; coordinate with doctors, nurses, and wellness practitioners to optimize schedules and availability.
• Billing & Insurance Assistance – Assist patients with insurance queries and coordinate with the finance team to ensure proper documentation for claims; process patient payments, generate invoices, and provide payment receipts; maintain knowledge of insurance policies and eligibility requirements to help patients navigate their coverage.
• Compliance & Quality Assurance – Ensure adherence to DHA regulations regarding patient confidentiality and medical records management; assist in maintaining compliance with clinic policies, procedures, and industry best practices; monitor and report operational issues affecting patient experience or compliance.
• Communication & Relationship Management – Foster strong relationships with patients by ensuring clear and effective communication; act as a liaison between patients and healthcare providers to facilitate smooth information flow; gather patient feedback and suggest improvements to enhance service quality and patient satisfaction; work closely with the marketing team to promote patient engagement initiatives and wellness programs.

• Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred.
• Minimum 2+ years of experience in a client-facing role within a healthcare or wellness facility.
• Strong understanding of clinic operations, patient coordination, and customer service principles.
• Knowledge of Dubai Healthcare Authority (DHA) regulations is a plus.
• Experience with appointment scheduling software and electronic medical records (EMR) systems.
• Excellent organizational skills with strong attention to detail.
• Exceptional communication and interpersonal skills, with fluency in English (Arabic proficiency is a plus).
• Ability to handle sensitive patient information with discretion and professionalism.