Job summary
Job Title: Outpatients Booking Clerk
Hours per week: 34 hours per week
Perm/Fixed Term: Permanent
Salary: £23,615 per annum
Closing Date: 7th February 2025
Interview Date: 27th February 2025
**This post may close early due to high numbers of applications, so you are advised to apply promptly**
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job
To provide a specialised, comprehensive and confidential administration service, for the Medicine Directorate, in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the service.
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant and generous subsidised on-site parking.
Job description
Job responsibilities
- Deal with all telephone calls relating to the outpatient appointment and booking system, ensuring all calls are dealt with in a polite, pleasant and professional manner
- Book all new, follow-up and elective appointments according to the Patient Access policy ensuring that all appointments are made using direct booking systems and within waiting time targets
- Record patients on the Lorenzo system according to data quality standards and the Patient Access Policy
- To act as a first point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods
- To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary
- Registration of internal referrals
- Management of e-referrals on the Electronic Referral Service (eRs)
- Booking of all patient appointments in line with Trust and National targets
- Contacting patients for short notice appointments aiding clinic utilisation
- Managing the external Outpatient letter system
- Managing the NHS mailbox for IPTs
- Referral verification (chasing missing referrals)
- Contacting patients to inform them of short notice clinic cancellations / reschedules
- To cancel, re-appoint and reschedule patients appointments at patient or Consultant request
- Absorb information from many different points of contact including patients, nursing and clinical staff, secretaries, outside locations, GP surgeries and other hospitals by written, verbal and email communication. Act on the information and distribute accurately
**For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached**
Job description
Job responsibilities
- Deal with all telephone calls relating to the outpatient appointment and booking system, ensuring all calls are dealt with in a polite, pleasant and professional manner
- Book all new, follow-up and elective appointments according to the Patient Access policy ensuring that all appointments are made using direct booking systems and within waiting time targets
- Record patients on the Lorenzo system according to data quality standards and the Patient Access Policy
- To act as a first point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods
- To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary
- Registration of internal referrals
- Management of e-referrals on the Electronic Referral Service (eRs)
- Booking of all patient appointments in line with Trust and National targets
- Contacting patients for short notice appointments aiding clinic utilisation
- Managing the external Outpatient letter system
- Managing the NHS mailbox for IPTs
- Referral verification (chasing missing referrals)
- Contacting patients to inform them of short notice clinic cancellations / reschedules
- To cancel, re-appoint and reschedule patients appointments at patient or Consultant request
- Absorb information from many different points of contact including patients, nursing and clinical staff, secretaries, outside locations, GP surgeries and other hospitals by written, verbal and email communication. Act on the information and distribute accurately
**For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached**
Person Specification
Experience and Knowledge
Essential
- 1 year General office Experience
- Ability to work under pressure to meet required deadlines
- Ability to deal with more than one situation at a time
Desirable
- Experience within a healthcare setting
Qualification and Professional Training
Essential
- Good standard of education including Maths and English grade C and above
- Good keyboard skills
Skills and Abilities
Essential
- Good communication skills
- Enthusiastic and motivated
- Ability to develop good working relationships
- Good organisational skills
Personal Qualities
Essential
- Excellent communication skills
- Understanding of confidentiality
- To use a PC for extended time periods
- Ability to deal with irate patients and staff
- To remain calm under pressure
- Ability to deal with different demands for attention
- To work under own initiative to make decisions
Desirable
- Experience within a healthcare setting
Other
Essential
- Must be able to work unsupervised
- Willingness to undertake any training necessary
Desirable
- Willingness to cover for colleagues in their absence
Person Specification
Experience and Knowledge
Essential
- 1 year General office Experience
- Ability to work under pressure to meet required deadlines
- Ability to deal with more than one situation at a time
Desirable
- Experience within a healthcare setting
Qualification and Professional Training
Essential
- Good standard of education including Maths and English grade C and above
- Good keyboard skills
Skills and Abilities
Essential
- Good communication skills
- Enthusiastic and motivated
- Ability to develop good working relationships
- Good organisational skills
Personal Qualities
Essential
- Excellent communication skills
- Understanding of confidentiality
- To use a PC for extended time periods
- Ability to deal with irate patients and staff
- To remain calm under pressure
- Ability to deal with different demands for attention
- To work under own initiative to make decisions
Desirable
- Experience within a healthcare setting
Other
Essential
- Must be able to work unsupervised
- Willingness to undertake any training necessary
Desirable
- Willingness to cover for colleagues in their absence
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
