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The Administrative Coordinator will manage patient scheduling, coordinate specialist care arrangements, and maintain accurate electronic medical records. They are also responsible for professional communication with patients and healthcare providers while ensuring strict confidentiality and operational efficiency.
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.
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