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Database & Workflow Coordinator

Clear is seeking a Database and Workflow Coordinator in the Philippines to work with our client, a leading dental practice in Australia that has been built on outstanding patient care. Our client is bringing best practices to all facets of their operation, including their patient database. The Database and Workflow Coordinator’s role is to ensure effective management and utilisation of the database – a critical business asset – to proactively engage with patients and ensure the best dental and health outcomes.


 This role is pivotal to the success of the business. The Database & Workflow Coordinator will be responsible for updating and refreshing the client’s database. They will assist the practice owners in driving patient retention and activation through programmed and systematic action. This includes outreaching, coordinating, booking, rebooking, and providing post-visit follow-ups – all carried out with the highest level of customer service and attention to detail. The role requires efficient and sensitive data management and a great understanding of the client’s practice process.

We are looking for an outstanding professional who is self-motivated, dedicated, flexible, and organised.


  • Be the database champion within the practice and train other staff on how to ensure the database is being utilised to its maximum potential
  • Establish knowledge of the clinic’s activities and provide workflow recommendations to improve processes about the database and its use
  • Arrange, manage, maintain, refresh and activate the client’s database of patients
  • Take responsibility for the retention of existing patients, establishing the following workflows to ensure regular contact and follow-ups to increase rebooking rates and completion of treatment plans
  • Monitor the client’s recall system and manage a workflow that triggers a series of outbound calls and outreach to patients who haven’t booked their next appointment
  • Create [weekly] reports of patients’ progress through treatment plans along with exceptions
  • Create daily task sheets for clinic staff to help ensure activation and reactivation activities
  • Coordinate patients’ upcoming appointments, ensuring due visits are met and care plans are managed
  • Collaborate and coordinate with the clinic’s providers in fulfilling patients’ needs
  • Prepare and coordinate the dispatch of a ‘Welcome Pack’ to new patients
  • Provide support and assistance to the client’s onsite team with back-office work as required
  • Perform admin tasks such as the preparation of reports, presentations, and other documents
  • Perform minor finance-related tasks, if required
  • Provide other support as necessary to give the client the headspace to make the important decisions for their businesses
  • Handle all phone calls effectively, politely, and in a professional manner
  • Create and manage new patient profiles and ensure all patients’ records and care plans are up to date in the client’s practice management software with the clinic’s finance department and patients to resolve any disputes or outstanding payments that may arise

Required Attributes

  • Reliable and with the ability to maintain a realistic balance among competing priorities and demands
  • Excellent English communication skills, both verbal and written
  • Technically proficient, fast learner, and highly trainable
  • Ability to multi-task and exercise flexibility, initiative, good judgment, and discretion
  • Respect for the confidentiality and the sensitivity of the information
  • High-level of professionalism, attention to detail, and strong work ethic
  • Ability to work with minimum supervision
  • Excellent call handling skills

Essential Experience

  • Minimum 2-3 years of work experience in an admin role
  • At least 1-year call handling experience
  • Proficiency in Microsoft applications such as Word, Outlook, PowerPoint, Excel
  • Experience in CRM


  • Experience in database management
  • Experience in handling Australian accounts
  • Experience in any medical-related software

Clear Admin People is a B4B Solutions company that provides career opportunities to great Filipino talents to work remotely with our Australia-based clients. At Clear, employees are enjoying the following benefits on top of the government’s mandatory contributions:

  • Work-from-home (WFH) with the provision of PC set (freight expense covered)
  • Monthly and annual subsidies, incentives
  • Employee referral incentive
  • Quarterly engagement activities
  • Special leave benefits

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