Patient Services Coordinator

About OceanMedAt OceanMed, we exist to give women the knowledge, support, and medical expertise they need to take charge of their health with confidence. By combining tailored insights, proactive care, and a collaborative approach, we help you make informed choices about your long-term well-being. Driven by our vision to set a new standard in women’s healthcare, we provide advanced clinical and diagnostic services in an atmosphere designed for comfort, trust, and connection – where building a strong, trusted relationship with your physician is at the heart of your care. Through open communication and a personalised approach, we ensure you feel informed, respected, and supported in every decision about your health. PositionThe Patient Services Coordinator is the first point of contact for patients and a vital link between the clinical and administrative teams. This role ensures a professional, compassionate, and efficient experience for every patient, from their first interaction through follow-up care. The coordinator manages the reception area, phone and email communications, appointment scheduling (including surgical and treatment coordination), and assists with the day-to-day flow of the clinic. Strong organizational skills, customer service expertise, and the ability to remain calm under pressure are essential.HoursMinimum 45 hours per week (M-F: 8am to 5pm; Rotates Saturdays: 8am to 1pm), with any additional hours required to ensure tasks are completed to a high standard.Key Responsibilities1. Patient Reception & Front Desk• Greet and check in/out patients with professionalism and warmth, ensuring a positive first impression.• Provide responsive phone and email support, managing a high volume of calls and shared inboxes.• Ability to direct communications to relevant staff and ensure patients receive timely follow-ups.• Maintain the reception area and patient-facing spaces to reflect a clean, organized, and welcoming environment.2. Scheduling & Coordination• Coordinate provider schedules, appointments, and follow-ups; anticipate changes and proactively resolve conflicts.• Support surgical and treatment scheduling, including document preparation and patient communication.• Work closely with the clinical team to ensure seamless transitions between appointments and procedures.3. Records & Administrative Support• Maintain accurate and confidential patient records, updating demographics, scanned documents, and consent forms.• Prepare daily and end-of-day reports; assist with invoicing and reconciliation tasks as needed.• Track inventory of administrative and clinical supplies, placing reorders or flagging shortages in a timely manner.4. Patient Communication & Service Quality• Provide clear and empathetic communication regarding treatment plans, instructions, and next steps.• Handle patient queries and concerns professionally, de-escalating issues when needed.• Contribute to patient satisfaction and retention through excellent service delivery and follow-up.5. Operations, Process & Compliance• Ensure adherence to clinic policies and confidentiality standards.• Support process improvements that enhance efficiency, accuracy, and patient experience.• Assist with implementing new operational protocols or software systems (e.g., online booking, patient management systems).6. Communication & Teamwork• Foster strong communication between the administrative and clinical teams to support smooth operations.• Participate in daily huddles or team meetings to report updates and flag potential scheduling or patient-service issues.Additional Responsibilities• Attend internal meetings as required and contribute brief updates related to patient services.• Carry out other reasonable duties that support clinic operations, including administrative and logistical support.Qualifications Must-have• 5+ years’ experience in a healthcare, veterinary, or medical office environment.• Proven ability to manage multiple schedules, patient communications, and administrative workflows efficiently.• Excellent customer service skills with experience handling sensitive or urgent situations.• Strong written and verbal communication; professional phone and email etiquette.• High attention to detail, accuracy in data entry, and proficiency in record management systems (EHR/PM/CRM).• Demonstrated reliability, initiative, and ability to work independently or as part of a team.• Ability to organize and complete work in a timely manner.• Experience supporting a small administrative team.• Hospitality experience preferred.How to ApplyIf you are interested, and you meet the criteria above, please apply through the link provided. Only applicants that have applied through the website will be considered.