Patient & Operations Coordinator

Reports To: Clinic Owner / Lead Dentist
Working Hours: 9:00am–6:00pm

About the Role

We are looking for a highly organised, warm, proactive, and dependable Patient & Operations Coordinator to join a new dental and wellness clinic in Abuja.

This is not a traditional receptionist role. You will be the operational and relational heartbeat of the clinic; responsible for creating an excellent patient experience while ensuring the day-to-day running of the clinic is organised, efficient, and professional.

You will be the first voice many patients hear and the last person they interact with before leaving. The ideal candidate understands that small details, thoughtful communication, and consistency can significantly shape how patients experience a healthcare business.

Key Responsibilities

Patient Experience

• Manage patient interactions across phone, WhatsApp, walk-ins, and follow-ups.
• Create a warm, professional, and reassuring experience for every patient.
• Communicate appropriately with children, families, anxious patients, and difficult situations.
• Respond to patient concerns and complaints calmly and professionally.

Appointment & Schedule Management

• Manage the clinic's appointment calendar and daily patient flow.
• Book, reschedule, and cancel appointments.
• Send appointment reminders and follow up with patients where required.
• Identify and prevent scheduling gaps, overlaps, and avoidable delays.

Daily Clinic Operations

• Arrive ahead of the first patient to ensure the clinic is fully prepared for the day.
• Confirm appointments and coordinate with the dental assistant on room readiness.
• Ensure the front-of-house environment remains clean, calm, and professional.
• Flag operational issues to the appropriate person before they become larger problems.

Payments & Financial Administration

• Process patient payments via cash, transfer, or card.
• Issue receipts and maintain accurate payment records.
• Reconcile daily takings and promptly flag discrepancies.
• Prepare records for the clinic's accountant.

Records & Confidentiality

• Manage patient intake forms, consent documents, and administrative records.
• Maintain a high standard of confidentiality and discretion at all times.
• Handle sensitive patient and business information professionally.

Staff, Supplier & Inventory Coordination

• Act as a communication link between the clinical team and clinic owner.
• Participate in team meetings and operational check-ins.
• Monitor administrative and front-of-house supplies.
• Coordinate supplier deliveries and flag stock shortages before they affect operations.

Experience & Qualifications

We are looking for someone who:

• Has previous experience in a front-desk, reception, patient services, or administrative role.
• Previous experience working as a front-desk/reception officer in a hospital, clinic, dental practice, or other healthcare setting is highly preferred and will give candidates an advantage.
• Remains calm and composed in busy or uncertain situations.
• Has genuine warmth and excellent people skills.
• Is highly organised and naturally attentive to detail.
• Takes initiative and solves problems without waiting to be told.
• Communicates clearly and proactively.
• Understands the importance of confidentiality and discretion.
• Is reliable, punctual, and accountable.
• Takes pride in maintaining high standards.

What This Role Requires

The clinic is being built from the ground up, so the successful candidate must be comfortable with change, ambiguity, and building processes as the business grows.

This is an opportunity for someone who wants to take ownership, grow with the clinic, and play a meaningful role in creating an exceptional patient experience from day one.