Outpatient & Booking Administrator
£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
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.
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.