Job summary
- Main area
- admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 410-MED-8338930
- Employer
- Liverpool Heart & Chest Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Liverpool Heart & Chest Hospital
- Town
- Liverpool
- Salary
- £25,760 - £27,476 Per Annum
- Salary period
- Yearly
- Closing
- 18/10/2026 23:59
Employer heading
Clinic Utilisation & RTT Coordinator
NHS AfC: Band 3
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine including adult cystic fibrosis and diagnostic imaging, both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Heart and lung disease continue to be amongst the biggest killers in the UK and the communities we serve are marked by increased prevalence of cardiovascular disease, higher levels of heart failure, hypertension, coronary artery disease and an ageing population.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and facilitated by technology. New and upgraded clinical areas are designed with patients and families fully involved to deliver their needs.
As part of our long term plan, we aim to form strong clinical and organisational relationships where possible. There is clear evidence that partnerships improve patient care and enhance quality and we aim to collaborate with a range of other providers and professionals with the aim to extending access and improve quality.
Our vision is underpinned by five strategic goals:
- Quality: to deliver the highest quality, safest and best experience for patients and their families by providing reliable care
- Service and Innovation: to develop our service portfolio for patients by developing innovative models of care
- Value: to maintain financial viability, enhance service delivery and develop new models of care to improve the health of our patients and safely reduce costs
- Workforce: to be the best NHS Employer by 2019 by attracting and retaining the best staff to deliver excellent patient care
- Stakeholders: to develop productive relationships with key stakeholders in order to enhance our profile and reputation.
Our Mission
“Excellent, Compassionate and Safe care for every patient, every day”
Job overview
We are looking for two highly organised and proactive individuals to join our team and play a key role in ensuring our services run efficiently, effectively and with patients at the heart of everything we do.
In this role, you will monitor service RTT performance in partnership with the Line Manager, identifying potential issues, emerging concerns and opportunities for improvement at an early stage. You will review and optimise clinic templates, working closely with clinicians and local management to agree and implement effective slot conversion rules, while making the best possible use of all available clinic appointments to maximise capacity and utilisation across the area.
You will take responsibility for managing and monitoring waiting lists, ensuring patients receive timely access to procedures in line with government targets and locally agreed clinical protocols. You will support the delivery of high-quality patient care by ensuring patients are seen within national and local waiting-time standards, while working within relevant legislation, policies and guidelines to help achieve the overall objectives and priorities of the organisation.
You will also provide a professional, efficient and responsive administrative service, undertaking a wide range of duties in accordance with local policies and procedures. Working collaboratively with clinicians, managers and wider teams.
Main duties of the job
- Manage clinic templates, capacity and appointment utilisation in partnership with clinicians and management.
- Provide accurate clinic utilisation, RTT and waiting-list information.
- Monitor RTT pathways, referrals, clock starts/stops and potential breaches.
- Coordinate and maintain waiting lists, identifying outliers and required actions.
- Book, cancel and reschedule patient appointments, providing clear communication to patients.
- Coordinate clinic cancellations and ensure template changes are implemented promptly.
- Maintain accurate patient records and clinic information on hospital systems.
- Liaise with clinicians, managers, clinic staff and patients to resolve queries and service issues.
- Support improvements to administrative processes, clinic capacity and service efficiency.
- Prioritise workload, meet deadlines and maintain high standards of accuracy and confidentiality.
- Provide a professional, efficient and patient-focused administrative service.
Working for our organisation
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.
Please visit our website - https://www.lhch.nhs.uk/
Please follow this link for a tour of our site - https://bit.ly/36ylsoq
Detailed job description and main responsibilities
Clinical Utilisation
• To review all existing clinic templates using agreed template change request procedures
and agree slot conversion rules with Clinicians and local management.
• To provide relevant, up to date and accurate information to local management and
Clinicians on utilisation of clinic appointments and available slots.
• To assist in solving change requirements for clinic and available capacity. Help identify a
range of options and draw appropriate conclusions in partnership with local management
colleagues.
• Provide a first-class booking service to patients and service users.
• Work collaboratively with other professionals and agencies to ensure patient needs are met
in relation to service provision.
• To arrange cancellation of clinic(s) as result of consultant absence (e.g. annual leave) using
appropriate template and notification periods.
• Monitor clinic templates to ensure changes identified are incorporated in timely manner.
RTT
• To liaise with senior management on regular basis on ongoing management of RTT,
highlighting concerns and ensuring breaches are prioritised as required.
• To monitor RTT and inbound referrals to ensure removal of duplications in timely manner in
accordance with clinical direction.
• To actively manage RTT to ensure clock start/clock stop actions are carried out effectively
by clinic staff.
Waiting List Management Duties
• To coordinate and monitor waiting lists.
• Production of accurate waiting time information on a weekly basis and ensuring that there
are no outliers to targets.
• The post-holder will experience a daily requirement to produce accurate work at speed.
Communication
• Maintain regular contact with Clinic Clerks/Reception staff in ensuring they are aware of up
to-date clinic lists for preparation of clinics.
• Book appointments, communicating information to patient via post of clinic appointment
letter(s) or telephone as required.
• Meet with management/colleagues as required to update on progress and agree changes.
• Daily liaison with patients regarding appointment queries, cancellations etc., rescheduling
appointments where identified.
• Maintain accurate patient information on hospital systems, updating as required.
General Administrative Duties
• To provide and maintain an effective and efficient administrative service.
• Prioritise and organise own workload daily.
• Liaise with colleagues and management to suggest improvements to local systems and
processes to ensure service is as efficient and effective as possible.
• Deal efficiently with all hospital staff and visitors.
• Maintain professional standards in appearance, behaviour and punctuality.
Clinical Governance / Quality
To ensure requirements of the Trust's Quality initiatives are met in relation to agreed clerical
functions.
To ensure system function is fully utilised to achieve maximum benefits.
To ensure that health record and patient information is recorded accurately in accordance with
Trust, Local and National guidelines.
To produce reports together with recommendations on Clinic Utilisation.
Person specification
Qualifications
Essential criteria
- NVQ3 or equivalent
- RSA II or equivalant
Experience
Essential criteria
- Experience of outpatient/booking environment
Desirable criteria
- Have demonstratable experience and knowledge of service improvement systems
Knowledge
Essential criteria
- A good working knowledge of computers and software packages
- Demonstrable experience of NHS Referral to Treatment (RTT) pathway management and validation, with a clear understanding of RTT rules, pathway statuses and the importance of accurate and timely data.
Desirable criteria
- Able to demonstrate an understanding of a wide range of local hospital systems/processes and policies
Skills
Essential criteria
- Accurate keyboard skills
- Good basic numeracy skills
- Excellent interpersonal skills with ability to communicate at all levels
- Ability to present data and information in a useful and understandable format
- work/task prioritsation skills
- Good communication and negotiation skills
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jordan Kness
- Job title
- Service Line Manager
- Email address
- [email protected]
- Additional information
Please ensure you read the job description and job specification before applying
Please contact Jordan Kness for any further information regarding the role.
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