Clinical Services Co-Ordinator

The Clinical Services Coordinator plays a key role in ensuring the efficient delivery of Regulatory and Occupational Health services across the business. The postholder is responsible for coordinating appointments, managing clinician diaries, allocating resources, and supporting the progression of occupational health referrals and services.

Working closely with clients, clinicians, and internal departments, the Services Coordinator ensures appointments are triaged and booked within agreed service level agreements (SLAs), maintains excellent client communication, and maximises diary utilisation while supporting commercial performance and operational efficiency.

Key Responsibilities

• Schedule Occupational Health and Regulatory Services appointments via telephone, email, SMS, and internal systems.
• Coordinate onward referrals and escalation appointments, ensuring all required information is obtained before booking.
• Manage clinician diaries to maximise utilisation and minimise unused capacity.
• Allocate appointments to the most appropriate clinical resource while considering geography, availability, and commercial margins.
• Liaise with clinicians, associates, logistics, and clients to coordinate appointments and resolve scheduling conflicts.
• Ensure all bookings are completed within contractual Service Level Agreements (SLAs).
• Maintain accurate records within internal scheduling and case management systems.
• Monitor outstanding referrals and proactively follow up to ensure timely progression.
• Arrange travel, accommodation, and purchase orders where required.
• Provide regular updates to clients regarding appointment progress and outcomes where appropriate.
• Respond professionally to client enquiries and resolve scheduling issues promptly.
• Support continuous improvement by identifying opportunities to streamline scheduling processes.
• Ensure compliance with GDPR, confidentiality requirements, and company policies at all times.
• Work collaboratively with Clinical Services, Operations, Regulatory Services, and Account Management teams to deliver an exceptional customer experience.