Job Overview

The Clinical Support & Referrals Coordinator is the frontline of a premium private medical practice. You will manage direct communication between the doctor and patients, protect clinician time, deliver an exceptional patient experience, and keep operations CQC-ready through reliable administration, tracking, and follow-through.

This is not a task-list admin role. We are looking for someone who thinks on their feet, works independently after training, and treats the practice as their own: anticipating needs, closing loops without being chased, and using quiet periods to develop the practice.

Schedule

•  Monday to Friday, 8:00 am to 5:00 pm (UK Time, 40 hours per week, 8 hours per day) 

Responsibilities
Patient Concierge & Communications

• Act as the primary point of contact across email, WhatsApp, and phone, responding warmly and promptly in the same working session
• Book and reschedule appointments while managing the clinician’s diary and sending pre/post-consultation instructions
• Learn patient backgrounds and conditions to deliver informed, personalized, and empathetic communications
• Escalate clinical issues safely and promptly within scope

Care Coordination, Referrals & Specialist Network

• Organize appointments, scans, and blood tests with local London and international specialists
• Proactively scope, contact, and build relationships with global specialists and hospital networks
• Track imaging and referrals end-to-end, maintaining an accurate tracker and chasing missing reports independently

Administration, Documentation & CQC-Ready Operations

• Maintain logs and trackers for audits, incidents, complaints, feedback, SOPs, and training records
• Organize patient records in the EMR (Semble / iMedDoc) and update standardized message/letter templates
• Perform self-audits to ensure total compliance and accuracy across all administrative processes

Invoicing & Payments Support

• Issue invoices, track outstanding balances, and conduct polite, professional payment follow-ups
• Maintain a clear dashboard tracking paid/unpaid accounts and monthly financial totals

Practice Development & Relationship Management

• Utilize downtime constructively for outreach to potential partner providers, refining SOPs, and scheduling basic social media updates
• Maintain professional relationships with partner clinics, service providers, and healthcare vendors

Workstyle Expectations

• Independence: Manage your areas autonomously following a one-month training period
• Closed Loops: Follow every task to completion; chase missing information before being asked
• Solutions-Oriented: Bring proposed answers whenever raising a problem or escalation
• Accountability: Submit a concise weekly summary detailing completed tasks, pending items, and downtime contributions

Must-Have Requirements

• Mandatory proven experience in healthcare administration (private clinic, GP, specialist, dental, or allied health)
• Exceptional written and spoken English with strong writing skills for medical summaries and patient letters
• Comfort working with medical terminology, clinical confidentiality, and UK GDPR standards (confidentiality agreement required)
• Patient-first communication approach: warm, calm, discreet, and highly emotionally intelligent
• Reliable home office setup: quiet workspace, high-speed internet, backup power, and backup connection

Nice-to-Have Qualifications

• Experience with EMR platforms (Semble or iMedDoc preferred)
• Background in private practice, concierge medicine, or international care coordination
• Experience with basic bookkeeping, invoicing, and payment follow-ups
• Proficiency with task management platforms (Notion, Asana, Trello, or Monday.com)

Tools Used

• EMR: Semble / iMedDoc
• Task Management & Docs: Notion, Google Workspace, MS Office
• Communication & Design: WhatsApp Business, Outlook, Canva

Application Process

• Step 1: CV and short written cover note submission
• Step 2: Practical trial task (scenario covering patient messaging, referral chasing, and a downtime proposal)
• Step 3: Video interview
• Step 4: One-month paid trial converting to full-time employment

Independent Contractor Perks:

• Health insurance coverage for eligible location
• Permanent work from home
• Immediate hiring

Note:

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

Important Disclaimer
BruntWork never charges fees for applying or any part of the hiring process—it is 100% free. If you are ever asked for payment, please stop and report it immediately to our official email us through the ‘Contact Us’ form on our official BruntWork website.