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Outpatient/Booking Administrator

  • Location: Birmingham
  • Salary: £20,000 to £20,000
  • Type: Permanent
  • Posted: 242 days ago
  • Company: Dutton Recruitment

Outpatient & Booking Administrator

Birmingham, B15

£20K plus 20% bonus

Pension, private health care and season ticket loan available

DBS Clearance essential

Full Time (40 Hours per week)

Please note, the post holder would be required to work 40hrs per week across 7 days so three days in the week - then Saturday and Sunday

This is because the clinical activity they will be processing admin for and booking patients for runs at the weekend.


The outpatient/booking administrator will carry out responsibilities which ensure a full utilization of clinic capacity. Booking calling patients to agree appointments. Preparing referrals for triage, covering reception for each confirmed clinic. The Clinic Coordinator will work closely with patients, the admin staff in the department, Clinical Leads, consultants, and service delivery manager, to ensure that accurate and efficient use of all capacity.

Booking and scheduling

To Book patients in date order using waiting lists

To PAB (patient agree book) all appointments over the phone and ensure correct documentation (appointment letters) are sent, to confirm and inform their attendance.

Ensure all clinics are fully utilized and booked to full capacity, moving patients to clinics to ensure no waste in capacity.

Prepare referrals ready for Triage

To priorities booking of urgent patients as advised following triage

To maintain appointment lists; cancelling and rescheduling patients and as appropriate; ensuring reasonable effort is made to fill gaps for last minute cancellations.

Inform patients of changes to their appointments to ensure full clinic utilization

To answer and deal with patient enquiries competently, in a calm, professional, courteous and timely manner. Where relevant discuss with or escalate to appropriate member of staff

Ensure good quality of own work, by maintaining good relationships and effective communications with your line manager and the team.

Handling complaints as they occur, in a professional manner

Liaise with colleagues regarding issues outside your control

Place comments on system when booking to note patient appointment PAB, patient waiting over 12 months


Greet all patients as they arrive at reception

Arrive all patients on trust system as they attend

Clinic/ Patient Admin

Ensure clinic lists and patient labels are printed at least 24 hours prior to the clinic.

Ensure patients are outcome no more than 24 hours post clinic

Print and send clinic letters no more than 48 hours after clinic

To pull and send outcome report to SDM every Monday

To KPI update at the end of each working day

Job profile/person specification

Strong evidence of working within a team

Track record of building and maintaining effective working relationships with all levels of staff

Well-developed negotiation skills

Exceptional time management and prioritization skills

Previous administration experience and use of NHS systems

Customer service experience

Experience of booking, scheduling of staff and/or resources

Working in a healthcare setting

Comfortable working in a flexible working, fast paced and ever-changing environment.

Excellent eye for detail

Knowledge of Medical Terminology.

Flexible approach to work practices

Shows excellent "completer finisher" skills

Fast learner and ability to pick up new processes quickly

Ability to demonstrate exceptional interpersonal skills and able to develop lasting working relationships with clients and colleagues.

Excellent verbal and written communication skills and manner - articulate and polite.

Ability to assess situations and take calculated decisions based on learning and experience, to achieve longer- term service improvements.

Ability to coordinate multiple services and prioritize and deliver on time

Personal Attributes

DBS clearance

Ability to take initiative and be proactive

Previous exemplary attendance record.

Demonstrate commitment to seamless and consistent high-quality care and services.

Good organiser of self and workload

Ability to analyse difficult situations and provide solutions

Ability to critically analyse and communicate ideas

Pleasant and positive attitude.

Diplomatic approach

Strong IT Skills with Microsoft Word, Excel and PowerPoint.

Full understanding of the NHS.

Working knowledge of the UK private health industry.

For further information please email [email removed] or call our Romford Branch on 01708 380 820.