Administrative Coordinator – Psychology Practise

About the Role

We are seeking a highly organised, tech-savvy Administrative Coordinator to support a specialist concierge psychology practice that provides personalised mental health care to individuals with complex and acute needs.

The practice works with patients who may require urgent psychiatric support, including individuals who have struggled to find suitable care elsewhere. The successful candidate will play a vital role in keeping the practice running smoothly, coordinating appointments and ensuring patients receive timely, professional and compassionate communication.

This is an opportunity for an experienced healthcare administrator who thrives in a fast-paced environment, understands the importance of confidentiality and can confidently manage competing priorities.

Key Responsibilities

• Manage patient scheduling, appointments and calendar coordination.
• Coordinate multi-day treatment sessions, retreats and other specialist care

arrangements.

• Communicate professionally with patients, healthcare providers and external partners via email and other appropriate channels.
• Manage patient correspondence, including drafting responses, summarising emails and following up on outstanding matters.
• Maintain accurate and confidential patient records within the practice's electronic

medical record (EMR/EHR) system.

• Coordinate administrative arrangements for the psychologist, including medical and wellness appointments where required.
• Monitor incoming communications and identify urgent requests that require immediate escalation to the psychologist.
• Support the development of more efficient administrative processes, including

automated calendar management and patient appointment confirmations.

• Assist with general administrative duties and ensure the practice operates efficiently.
• Handle all sensitive information with the highest level of discretion and professionalism.

Requirements

• Previous experience in healthcare administration, ideally within a psychology, psychiatry, mental health or medical practice.
• Experience using electronic medical records (EMR/EHR) systems and standard office software, including Google Workspace.
• HIPAA certification, or the ability to complete certification before starting.
• A strong understanding of patient confidentiality, data protection and professional

boundaries.

• Excellent written and verbal English communication skills.
• Exceptional organisational skills and attention to detail.
• The ability to prioritise competing tasks and respond quickly when urgent situations

arise.

• A proactive, adaptable approach and confidence working independently.
• Availability to work US Eastern Time hours.

Desirable Experience

• Experience supporting mental health professionals or working with patients who have complex care needs.
• Familiarity with healthcare scheduling systems and patient communication workflows.
• Experience with AI tools, workflow automation and calendar or appointment-confirmation automation.

The Ideal Candidate

You are calm under pressure, highly organised and comfortable working in an environment where priorities can change quickly. You understand that patient-facing administration requires more than simply managing a calendar: it requires sound judgement, discretion, empathy and the ability to recognise when an issue needs urgent attention.

Confidentiality is essential. The practice supports high-profile individuals, so maintaining strict patient confidentiality and adhering to all applicable privacy and security requirements is non-negotiable.