Patient Coordinator

Job summary

The Patient Services Coordinator will provide high-quality administrative support for the Federations Enhanced Access Service, known as EA, Same Day Access Service and emerging patient services. The post holder will manage patient bookings from multiple waiting lists, coordinate appointments, support referral processes, and ensure accurate rota and clinic template management on SystmOne.

This role underpins the smooth running of the Federations EA clinics and new service pathways (e.g., Frailty, ADHD), working closely with the Managing Director, Enhanced Access Patient Services Coordinator, Federation Project Administrator, GP practices, clinicians, and partner organisations. It is a nonpatient-facing role, focused on scheduling, coordination, and service administration rather than direct patient contact.

We are recruiting for 25-30 hours per week, covering Monday - Friday.

Main duties of the job

1. Enhanced Access Booking & Scheduling

- Scheduling patients into Enhanced Access clinics in accordance with protocols.

- Manage text communications to patients, ensuring messages are accurate, timely and in line with protocols.

- Optimise appointment utilisation, ensuring all available slots are appropriately filled.

- Maintain accurate and up-to-date appointment records, clinic schedules and templates within SystmOne.

- Work collaboratively with the Enhanced Access Patient Services Administrator to support smooth day-to-day service delivery.

- Liaise with GP practices to resolve booking or referral queries and ensure all required information is complete.

2. Frailty Service Coordination

- Managing and allocating patients to the correct service element.

- Booking extended home visit appointments for frailty clinicians.

- Coordinate MDT involvement.

3. Support for New Patient Services (e.g., ADHD, SDA, LTC clinics)

4. Rota & Workforce Administration

5. Referral & Communication Support

6. General Administrative Duties

7. Meetings / Training Coordination (Cover & Support Role)

About us

Hinckley and Bosworth Medical Alliance is a GP Federation that supports 12 GP practices across the Hinckley and Bosworth Locality, which forms 3 Primary Care Networks.

This is an exciting opportunity, and as outlined above we are ideally looking for someone to work 5 days a week, between 5 and 6 hours per day.

Benefits that we offer include

- Access to the NHS Pension

- Eyecare Scheme

- Funded CPD Days

- Access to NHS Staff discount scheme

- Minimum of 25 days annual leave per year, plus bank holidays. This increases with length of service

- Repayment of professional membership costs

- Repayment of professional indemnity costs

- Cycle to work scheme

- Repayment of DBS update costs

Details

• Date posted: 05 August 2026
• Pay scheme: Other
• Salary: £24,784.76 a year This is the FTE pay rate, and any pay offered will be pro-rata
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: B0055-26-0021
• Job locations: Willow View, Field Farm Business Centre, Hinckley Road, Sapcote, LE9 4LH, United Kingdom

Job responsibilities

• Schedule patients from approved waiting lists into Enhanced Access clinics in accordance with service protocols.
• Manage outgoing and incoming text communications to patients, ensuring messages are accurate, timely and in line with service protocols.
• Optimise appointment utilisation by ensuring all available slots are appropriately filled.
• Maintain accurate and up-to-date appointment records, clinic schedules, and templates within SystmOne.
• Work collaboratively with the Enhanced Access Patient Services Administrator to support smooth day-to-day service delivery.
• Liaise with GP practices to resolve booking or referral queries and ensure all required information is complete.
• Monitor and manage the Enhanced Access mailbox, ensuring timely responses and task completion.
• Complete designated Enhanced Access administrative tasks as required.
• Provide administrative support for staff rota management.
• Assist with the coordination and maintenance of clinical rotas.
• Manage frailty waiting lists and allocate patients to the correct service element (48hour discharge review, step-up CGA, proactive CGA).
• Book extended home-visit appointments for frailty clinicians, ensuring appropriate scheduling, travel time, and lone-working considerations.
• Coordinate MDT involvement, including community services, adult social care, and practice-based staff, ensuring all relevant professionals are informed and able to contribute.
• Liaise with GP practices to confirm patient details, gather missing information, and support proactive identification of patients who may benefit from a CGA.
• Maintain accurate records of referrals, CGA outcomes, follow-up actions and MDT recommendations.
• Support clinicians with pathway administration, including documentation templates, activity logs, and data capture required for monitoring and evaluation.
• Ensure timely communication with practices regarding visit outcomes, follow-up actions, safeguarding concerns, or onward referrals.
• Assist with service mobilisation tasks such as rota creation, clinic template setup, and coordination of training sessions for clinicians joining the frailty service.
• Monitor capacity and demand within the frailty service, escalating issues to the Enhanced Access Patient Services Administrator or Service Manager where required.
• Provide administrative support to clinicians delivering new Federation-run services.
• Manage waiting lists, appointment schedules, and referral information.
• Assist with mobilisation tasks such as template creation, pathway documentation, and communication with practices.
• Build, update, and maintain staff rotas for Enhanced Access and Frailty services.
• Upload rotas, clinic templates, and session details onto SystmOne.
• Ensure clinicians and practices receive timely updates regarding rota changes.
• Work with the Federation management team to ensure workforce information is accurate and up to date.
• Process referrals into Federation services, ensuring information is complete and appropriately logged.
• Follow up with practices to obtain missing details or clarify referral requirements.
• Maintain shared mailboxes and ensure timely responses to queries.
• Provide clear, professional communication to clinicians, practices, and partner organisations.
• Maintain accurate records, spreadsheets, and service documentation.
• Support audit, reporting, and data quality processes.
• Contribute to continuous improvement of booking, rota, and coordination workflows.
• Assist with service mobilisation, operational planning, and administrative tasks as required.
• Support with any ad-hoc projects that arise

Provide cover and administrative support for meetings and training coordination. This includes:

• PLT and meeting coordination:

o Booking venues, rooms, and catering for PLT events

o Issuing invitations and monitoring attendance responses

o Supporting agenda production with the relevant Managerial Lead / Clinical Directors

o Organising speakers and advertising sessions when required

• Locality / PCN Meetings:

o Provide cover for arranging monthly Locality meetings

o Support preparation and circulation of agendas one week in advance, including minutes and relevant papers

o Take accurate minutes when covering meetings and maintain the action log

• Acting Clinical Director (ACD) Meetings:

o Provide cover for arranging monthly ACD meetings