Job Description

You are responsible for ensuring that all new referrals are managed effectively and in line with maximum waiting times as outlined in standard operating procedures and policies as appropriate.
Successful candidates are required for organizing appointments in line with reasonable notice guidelines ensuring effective communication.
The service operates Monday to Friday 8am-6:30pm, and there may be occasional shifts on Saturdays working 9am-1pm. Enhanced rates of pay apply to hours worked on Saturdays.

• This is a busy and varied role, and the post holder must possess excellent administration and communication skills.
• The successful candidate will be enthusiastic, willing to learn, eager to be an effective part of a friendly team, and able to use their initiative.
• Ensure that all new referrals are registered within 24 hours of receipt, and scanned onto the Patient Administration System.
• Ensure accurate input of patient details when updating information databases and Patient Administration System.
• Work closely with clinicians to manage clinic templates including amending appointment slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System.
• Liaise with referring Trusts regarding any outstanding patient reports as per Minimum Data Set (MDS) requirements.
• Undertake general administrative duties e.g. collating and disseminating incoming and outgoing correspondence, filing paperwork, to contribute to the effective operation of the team.
• Support the Assistant Service Manager to identify patients waiting longer than the accepted timescales as outlined in policies and take action to rectify.
• The post holder must priorities clinical need over waiting times e.g. referrals requiring an urgent appointment
• Take action in line with escalation procedures to ensure management are aware of any service issues or risks and concerns raised by a service user.
• Ensure that issues with capacity or the delivery of waiting time targets are escalated immediately to the Assistant Service Manager in line with procedures.
• Ensure that additional clinics or changes to appointments are communicated immediately to all relevant staff within the team and the service concerned.

Required Knowledge, Skills, and Abilities

To support outpatient activity through the provision of a high quality, patient/customer focused service. To ensure that all new referrals are managed effectively and in line with maximum waiting times as outlined in standard operating procedures and policies as appropriate. To contact patients directly to organize appointments in line with reasonable notice guidelines ensuring effective communication. To ensure that requests for clinic cancellations and reductions are processed within one working day of receipt, and that all issues with capacity are escalated to Senior Management and/or the appropriate Consultant in line with policies and procedures.