Bookings Coordinator

Role: Bookings Coordinator (3 positions available)

Salary: £28k-£34k 

Location: Fully Remote (however, please note that this role is currently open to UK based candidates only) 

Type: Full time  

Join Us at The Centre for ADHD Research and Excellence: Shaping the Future of Accessible Healthcare 

At CARE ADHD, we're revolutionising private healthcare by making ADHD assessments and treatment more affordable and accessible to those who need it. Our client-centred approach, combined with lean methodology and a focus on continuous improvement, drives our commitment to excellence. We embrace an innovative mindset, encouraging rapid learning and adaptation through our 'fail fast' ethos. With ambitious plans to become the largest ADHD service provider outside the NHS within the next five years, we are committed to pushing boundaries and fostering innovation. 

Why Work With Us? 

As CARE ADHD continues to grow, we’re searching for a talented and motivated Bookings Coordinator to become an integral part of our team. In this role, you’ll provide vital support to private clients and NHS patients, helping them navigate their ADHD journey with care and compassion. 

CARE ADHD is scaling rapidly, creating exciting opportunities for career growth and development. We’re a passionate team of changemakers, committed to a culture built on transparency, support, and continuous growth. We are solution seekers, and we work hard to safeguard the respectful and supportive culture that makes CARE a great place to grow and thrive. 

If you're ready to contribute to a mission that transforms ADHD care, we want to hear from you! 

About the Role 

We are seeking three highly organised and tech-savvy Booking Coordinators to join our growing team. In this critical role, you will be responsible for the seamless scheduling of all clinical appointments with patients. This involves optimising and maintaining clinician schedules within our booking system, coordinating with clients and patients to schedule and amend appointments, and proactively identifying and implementing innovative solutions to improve the booking process. 

This fully remote role sits within our friendly, growing Client Success department, and the hours of work are 9am-5pm, Monday-Friday. This role is currently open to UK residents only.

Key Responsibilities: 

Clinical Schedule Management:  

• Develop and maintain an optimal master schedule for all clinicians, considering individual preferences, availability, and clinical needs (this task involves the use of tools such as EMIS and Airtable). 

• Proactively identify and resolve scheduling conflicts, and escalate any capacity bottlenecks. 

• Implement flexible scheduling options to maximise clinician utilisation and patient access. 

Patient Bookings:  

• Manage all aspects of patient bookings, including assessments, initial consultations, follow-up appointments, and other services. 

• Utilise EPR and booking software (e.g. EMIS) to efficiently book appointments and manage waiting lists. 

• Communicate appointment details effectively to clinicians and patients via email, phone and SMS tools (e.g. Front, Aircall). 

Process Optimisation:  

• Continuously analyse booking trends and identify areas for improvement in efficiency and patient satisfaction. 

• Streamline scheduling workflows to minimise administrative burden for both clinicians and staff. 

Data Management:  

• Maintain accurate and up-to-date records of all appointments in the scheduling system. 

• Support with reporting on key performance indicators (KPIs), such as appointment utilisation, wait times, and patient satisfaction. 

• Ensure data integrity and compliance with relevant regulations. 

Client and Patient Communication:  

• Respond promptly and professionally to all client enquiries related to appointments. 

• Provide exceptional customer support by demonstrating empathy, patience, and a commitment to resolving booking issues. 

Collaboration:  

• Work closely with clinicians and other team members to ensure smooth scheduling operations. 

• Participate in team meetings and contribute to process improvement initiatives. 

What we’re looking for: 

Experience:  

• Minimum 2+ years of experience in a high-volume scheduling role (e.g., healthtech, healthcare, hospitality and travel, transport and logistics etc.). 

• Minimum 2+ years working in a hybrid or fully remote role. 

• Proven experience with booking software and remote productivity tools. 

Skills:  

• Exceptional organisational and time management skills with the ability to prioritise tasks effectively. 

• Strong problem-solving and analytical skills with the ability to identify and resolve scheduling challenges. 

• Excellent communication and interpersonal skills, both written and verbal. 

• Very comfortable handling phone calls with clients, patients and clinicians. 

• Strong attention to detail and accuracy. 

• Ability to work independently and as part of a team. 

• Tech-savvy with the ability to learn and adapt to new technologies quickly. 

It’s a great bonus if you have:  

• Experience with electronic patient record (EPR) systems. Eg:, EMIS 

• Knowledge of healthcare terminology and practices. 

• Experience working in a high-growth start-up. 

What we’re offering: 

• A pivotal early opportunity within a growing team at the heart of Care ADHD. 

• A competitive salary of £28k-£34k, depending on experience. 

• An opportunity for growth as our organisation continues to expand. 

• A fully remote position with the opportunity to join in-person events and meet-ups throughout the year. Please note this role is only open to UK residents with eligibility to work in the UK. 

• 30 days holiday (includes UK public holidays) 

• A paid day off on your birthday 

• Office equipment when you join 

• Pension contribution 

• Be part of one of the UK’s most ambitious HealthTech start-ups 

Our Hiring Process 

We aim to make our hiring process as streamlined as possible. Shortlisted candidates will be asked to complete a brief online assessment, followed by a 45-minute interview with Kat, our Head of Customer Experience. 

In your cover letter, please include the phrase 'Innovative healthcare transformation' at the very beginning. This helps us know you've taken the time to read the full job description and follow the instructions. It’s a small detail that makes a big difference, so please make sure it's included to ensure your application is considered.

Apply with Confidence 

Studies show that men apply for roles when they meet around 60% of the qualifications, whereas women and other marginalised groups often apply only if they meet every requirement. If you believe you’re a great fit but don’t meet every single requirement, we encourage you to apply! 

At Care ADHD, we’re committed to building a diverse and inclusive environment. We encourage applications from candidates of all backgrounds, especially those from historically marginalised communities, as we work together to create a more equitable future.