Role summary: The Patient Co-ordinator plays a pivotal role in supporting the effective delivery of dental education by our students and staff. The post holder will ensure that clinical diaries operate at full capacity, students are provided with appropriate and diverse patient case mixes aligned to training requirements, and patient journeys are managed efficiently and professionally.
This role requires strong organisational skills, an understanding of dental treatment workflows, and the ability to liaise confidently with students, clinicians, and patients.
Main duties of the job
Keyaccountabilities:
Oversee and manage student clinical diaries to maximise utilisation and minimise whitespace
Ensure appointment slots are filled appropriately and in alignment with student competency levels
Monitor cancellations and failed attendances and implement proactive measures to reduce lost clinical time
Reallocate patients efficiently where necessary to maintain clinical productivity
Produce and analyse diary utilisation reports
Oversight of shared care
Direct management of final years patient allocation
Training and oversight of named individuals responsible for patient allocation within DEFs
Any other requirements as identified by the Business Performance Manager
Carrying out general administrative duties in support of undergraduate clinics. Duties including communicating with staff, dental students, patients both in person and on the telephone, in a courteous and efficient manner.
Overseeing and monitoring undergraduate case mix across all undergraduate year groups to achieve undergraduate minimum requirements.
Using the clinical software system and timetabling system to open and close clinical sessions and activity.
Monitoring and management of undergraduate appointment KPIs including clinical occupancy, patient throughput and call handling.
Develop and support standardisation of administration processes throughout PDSE undergraduate clinics.
Development and co-ordination of student administration induction.
About us
Peninsula Dental Social Enterprise (PDSE) are an award-winning Social Enterprise and Community Interest Company. We provide NHS treatment and outreach services to local communities in Devon and Cornwall, and we work closely with the University of Plymouths Peninsula Dental School to support the clinical education of its dental healthcare students.
As a social enterprise, we are a value driven organisation with a focus on patient-centred care and addressing local oral health needs.
This post is subject to enhanced clearance from the Disclosure and Barring Service.
Job responsibilities
Role: Patient Co-ordinator Grade: Band 5
Reports to: Business Performance Manager
Role summary: The Patient Co-ordinator plays a pivotal role in supporting the effective delivery of dental education by our students and staff. The post holder will ensure that clinical diaries operate at full capacity, students are provided with appropriate and diverse patient case mixes aligned to training requirements, and patient journeys are managed efficiently and professionally.
This role requires strong organisational skills, an understanding of dental treatment workflows, and the ability to liaise confidently with students, clinicians, and patients.
Key accountabilities:
Oversee and manage student clinical diaries to maximise utilisation and minimise white space
Ensure appointment slots are filled appropriately and in alignment with student competency levels
Monitor cancellations and failed attendances and implement proactive measures to reduce lost clinical time
Reallocate patients efficiently where necessary to maintain clinical productivity
Produce and analyse diary utilisation reports
Oversight of shared care
Direct management of final years patient allocation
Training and oversight of named individuals responsible for patient allocation within DEFs
Any other requirements as identified by the Business Performance Manager
Carrying out general administrative duties in support of undergraduate clinics. Duties including communicating with staff, dental students, patients both in person and on the telephone, in a courteous and efficient manner.
Overseeing and monitoring undergraduate case mix across all undergraduate year groups to achieve undergraduate minimum requirements.
Using the clinical software system and timetabling system to open and close clinical sessions and activity.
Monitoring and management of undergraduate appointment KPIs including clinical occupancy, patient throughput and call handling.
Develop and support standardisation of administration processes throughout PDSE undergraduate clinics.
Development and co-ordination of student administration induction.
Effective wait list management and monitoring of internal patient referrals and pathways to provide the most effective and efficient patient care for patients on the undergraduate treatment pathway.
Regular audit and reporting on undergraduate patient outcomes.
Assisting with management of patient complaints relating to attendance across all Dental Education Facilities.
Developing, generating and utilising reports from the patient administration system to assist with the management of clinical appointment diaries
Carrying out reception duties including dealing with staff, dental students, patients and their carers both in person and on the telephone, in a courteous and efficient manner
Ensuring that all information relating to patients, staff and students gained through DEF employment is kept confidential.
Assist with the administration of patient satisfaction questionnaires (including Coordination of regular patient feedback sessions) research and audits.
Undertaking any necessary training in support of the duties of the post holder
Reporting of untoward incidents and complaints
Applying PDSE and other departmental policies and procedures to work practice
Assisting with PDSE and/or Peninsula Dental School activities such as open days, student assessments and national health campaigns
Assisting with additional tasks such as First aid at work and Safeguarding of Children and Vulnerable adults
Ensuring that all shared working areas are maintained in line with relevant working processes and procedures and health and safety
The post holder will be required to work at or attend meetings at all the PDSE DEFs and will also be required to attend training at locations away from their main place of work.
Person Specification
Qualifications
* X5 GCSEs including English and Maths
Behaviours
* Always demonstrates enthusiasm and commitment
* Uses initiatives to start and complete tasks without direct supervision
* Takes ownership of tasks and uses their own expertise to develop others
* Forms good working relationships with colleagues and students to achieve successful outcomes
* Demonstrates professional curiosity and uses innovative approaches to address and resolve obstacles
* Ability to manage multiple tasks and competing demands
Experience
* Experience working in a dental practice, healthcare setting, or education environment
* Experience supporting dental students or trainees
* Experience in patient recruitment or case allocation
* Experience of leadership of a team to achieve outcomes.
Skills
* Strong organisational and diary management skills
* Excellent communication and interpersonal skills
* Ability to analyse data and monitor clinical activity
* Knowledge of dental clinical procedures and terminology.
* Understanding of dental curriculum requirements or competency frameworks
* Understanding of confidentiality and measures to implement it
* Willing to undertake further training
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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