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Patient Liaison & Clinic Administration for Private Consultants
London-based, working globally. We provide discreet patient liaison and clinic admin for private consultants and premium clinics, scheduling and reminders, practitioner rotas, room bookings, supplier coordination and VIP comms, so the care feels premium and the back office runs on rails.
Why Virtual Assistant Diary for healthcare?
Compatibility first.
You meet the shortlisted associate(s) before we begin. We match for pace, temperament and sector nuance.
Structured onboarding.
We stand up your Clinic OS (guardrails, comms, rota rhythm, reminder flows) with a clear 30/60/90 plan.
Continuity guaranteed.
Holiday/absence cover is built in. Your rhythm doesn’t break.
Advisor layer.
We don’t “place and vanish.” Your EA/PA is mentored and quality-checked by a senior advisor; they can lean on our knowledge base at any time.
Relationship, not transaction.
Human-led, not sales-led. We grow with you; standards tighten over time.
No two clients are the same. The list below is a guide to common needs, we tailor the work around you, then refine it as your world shifts.
- No-shows and late cancellations. Missed appointments waste time and revenue. UK data shows millions of missed outpatient slots each year. Reminder routines and clearer communications reduce this quickly
Frictionless travel & events (roadshows, AGMs, LP meetings)
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Last-minute diary clashes. Clinician rotas, room bookings and theatre lists move, without one owner, it snowballs into delays and upset. (Doctors often vent about rota chaos for a reason.)
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Records and compliance. CQC expects accurate, complete records and good governance; GDPR requires secure handling of health data. We help you keep it tidy and auditable.\
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Inconsistent patient experience. VIPs expect a calm journey and fast follow-up; ad-hoc processes lead to complaints and reputational risk.
Common clinic pain points we solve
No two clients are the same. The list below is a guide to common needs, we tailor the work around you, then refine it as your world shifts.
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Patient liaison: enquiries, booking, confirmations, multi-channel reminders (email/SMS), pre-appointment instructions, post-visit follow-ups.
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Clinician rotas & rooms: who is where, whe , kept current; change control to prevent last-minute clashes.
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VIP communications: named point of contact, prompt responses, private client etiquette.
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Suppliers & stock: simple checks so nothing runs out on clinic day.
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Your tools, not new ones: we work inside your booking/records systems and keep things simple.
Clinical boundary: We don’t make clinical decisions. Medical information is handled securely and privately under NDA and UK GDPR
What’s included (professional lane)
No two clients are the same. The list below is a guide to common needs, we tailor the work around you, then refine it as your world shifts.
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We support both without turning this into hourly admin. Add our Lifestyle PA layer when you want:
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Premium travel, reservations, memberships, gifting
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Household/vendor liaison for apartments/pied-à-terres (light admin)
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Key dates, personal appointments, family logistics (non-clinical)
Guardrails: Property projects, household staff management or complex multi-home oversight sit in separate scopes. We’ll flag and propose the cleanest way to handle them.
Personal & lifestyle support (optional lane)
How it works
1
Private consultation
We get to know you, your role, stakeholders, pace, pain points and goals, then pinpoint the support that will make the biggest difference (and the guardrails to protect your time and privacy).
2
Compatibility & shortlist
We introduce 1–2 best-fit associates (pace, temperament, sector nuance). You meet them, we confirm working style and comms, and complete any conflict checks.
3
Proposal, NDA & onboarding
Outcome-based retainer agreed; NDA signed. We switch on diary/inbox gatekeeping, investor cadence and travel routines. Advisor oversight and holiday/absence cover are included from day one. A brief weekly check-in keeps everything aligned.