Patient Care Coordinator

Help older people get their mobility and independence back by being the calm, reliable face that makes every visit feel easy and supported.

HT Physio is a specialist private physiotherapy clinic in Farnham focused on helping older people avoid surgery, stay active, and keep doing the things they love. Thousands of patients have trusted us, and our clinic is growing. This role is a key part of keeping our standards high as we grow.

If you’re exceptional with people, organised, comfortable talking on the telephone and aligned with our core values, we want to hear from you.

You’ll be the first person many patients meet in the clinic and the one who makes sure their experience is smooth from first enquiry to the end of their plan of care.

Your job in one sentence: make every patient feel welcomed, looked after, and clear on what happens next, while keeping the diary running like clockwork.

This role exists to:

• Turn enquiries into booked assessments.
• Turn assessments into full plans of care.
• Keep patients on track so they complete their treatment and stay with us when ongoing care is right for them.
• Make sure every patient (and potential patient) feels supported, taken care of and made to feel at ease.

This is a full-time role (5 days a week on site), with clear room to grow as the clinic scales.

• Warmly welcome patients and visitors, making the clinic feel calm, organised, and professional.
• Be the first point of contact on the phone and email: answer queries, reassure nervous patients, and guide them to the right next step.
• Help anxious or frustrated patients feel heard and supported, then route issues to the right clinician when needed.

• Manage the clinic diary: book, reschedule, and confirm appointments for three physios.
• Proactively fill gaps in the diary and manage waiting lists.
• Run reminder processes (calls/texts/emails) to reduce late cancellations and no-shows.
• Coordinate follow-up bookings so patients always leave with their next appointment in place.

• After initial assessments, support patients to book recommended plans of care and understand what to expect.
• Make check-in calls to patients who cancel or go quiet, with the goal of getting them back on track when appropriate.
• Support conversations around our Year of Care Club and other suitable services, always in a respectful, non-pushy way.

• Take payments, issue receipts, and handle basic billing queries.
• Keep patient records accurate and up to date in our practice software.
• Help keep the clinic environment tidy, prepared, and running on time.
• Note recurring issues and suggest simple improvements to front-desk and follow-up processes.

• 1–3 years in a customer-facing role (clinic reception, healthcare admin, hospitality, retail, or similar – medical experience NOT necessary).
• Confident and warm in person and on the phone, especially with older people.
• Strong written communication: clear, calm, polite, never patronising.
• Highly organised: able to manage multiple clinicians’ diaries, calls, and follow-ups without things slipping.
• Comfortable with basic tech: email, calendars, and practice software (we train you on our exact systems).
• High ownership: when you say “I’ve got it,” you take it through to resolution, including follow-up.
• Coachable and growth-minded: open to feedback and happy to practise calls and scenarios until you’re excellent.

You are successful when:

• Enquiries are responded to quickly and professionally, and a high percentage turn into booked assessments.
• Show-up rates for assessments and follow-up sessions are high, with reduced avoidable cancellations and no-shows.
• Patients feel…