Job vacancy: Outpatients Booking Clerk, George Eliot Hospital NHS Trust, Nuneaton

Job summary

Main area: Outpatients
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday to Friday 10am-6pm)
Job ref: 230-45517638-CSS

Employer: George Eliot Hospital NHS Trust
Employer type: NHS
Site: George Eliot Hospital
Town: Nuneaton
Salary: £22,383 PA
Salary period: Yearly
Closing: 12/05/2024 23:59

Outpatients Booking Clerk

NHS AfC: Band 2

George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women’s, children’s, diagnostic and therapeutic services to a population of more than 350,000 people.

The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.

Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.

Don’t meet every single requirement? Studies have shown that women and people of colour aren’t as likely to apply unless they meet every qualification of non specialist roles.

We’re dedicated to building a diverse, inclusive workplace, so if you’re excited about this role and meet our values, but your experience doesn’t align perfectly with everything in the Job Description or Person Specification– apply anyway or email the Recruiting Manager to discuss the role further

We are proud to support the Armed Forces community. We are a Veteran Aware and Reservist Friendly organisation and welcome applications from Veterans, Reservists, Cadet Instructors, and family members of serving personnel.

Detailed job description and main 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, RTT and the Patient Access Policy
To act as a point of contact for dealing with enquiries and act 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
To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using current systems and share ideas for potential service improvement.
To assist with the implementation and maintain an efficient office management system/procedure to enable the Department to optimise their standards of service
Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required
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 enquiries
Referral verification (chasing missing referrals)
Contacting patients to inform them of short notice clinic cancellations / reschedules.
When contacting patient’s check and update personnel details, if necessary, on Lorenzo/Clinical Portal
To cancel, re-appoint and reschedule patient’s 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.
Assist in validation of waiting lists/access plans through reports and PTL.
To prepare any necessary documentation and/or paperwork for clinics
To correct any operator errors within Lorenzo including the RTT status following protocol
Custom build Adhoc Clinics when required on to Lorenzo.
Make Clinic adjustments in accordance with the Consultant/Registrar on Call Rota where necessary.
To make any necessary Clinic changes that are required for Annual Leave/On Call Rota/Study Leave/Sickness, etc.
To ensure that Consultants are aware of any patients who DNA clinic appointment and undertake action as required.
To open and sort Outpatients post daily and to take appropriate action.
To provide cover in any other team or department within the Directorate if required

Person specification

Experience and Knowledge

Essential criteria

Excellent Communication Skills
Excellent Organisational Skills

Desirable criteria

Previous Admin experience
Excellent Keyboard Skills
Previous Customer Service experience
Experience of working with the public

Qualifications and training

Desirable criteria

Minimum 4 GCSE's or equivalent including English Language and Maths
Competent user of MS Word, Excel, and Access

Skills and Abilities

Essential criteria

Able to work as a team
Able to work under pressure
Able to follow tasks through to completion

Desirable criteria

Microsoft Office Specialist Training (MOST) or equivalent knowledge and experience
Ability to use own initiative to prioritise workload in a methodical approach to work

Personal Qualities

Essential criteria

Excellent time Keeping
Enthusiastic
Friendly and co-operative
Courteous and Helpful
organised
Attentive to detail
Team Worker
Compassionate manner towards patients, carers, and relatives

Please note:

George Eliot Hospital NHS Trust utilises a third party recruitment system (TRAC). When applying via NHS Jobs, your submitted application will be imported into TRAC where all subsequent information regarding your application will be generated. You will not be able to track the progress of your application or receive messages via the NHS Jobs website. Furthermore, as an employer, we will not be able to respond to any emails/messages sent to us via the NHS Jobs website.

By applying for this post you are consenting to George Eliot Hospital NHS Trust transferring the information contained in this application to its preferred applicant management system, TRAC.

The Job application data you provide will be used to assess your application for employment at GEH, to verify your information and conduct reference checks, and to communicate with you. If you accept employment with GEH, the information collected will become part of your employment record and will be used for employment purposes.

All information provided will be used for recruitment purposes only and processed in a lawful, fair and transparent manner.

Other:

The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is a mandatory requirement for all newly appointed staff to complete a Disclosure and Barring Service application.

In response to NICE guidance and to support the reduction of health harm from tobacco, the Trust has a smoke-free site policy which applies to anyone on Trust sites. Staff who smoke will be supported to quit or not smoke whilst on Trust sites.

George Eliot Hospital NHS Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees as they are at the heart of our patients journey. Our aim is to ensure that employees are equally valued, respected, empowered and included within an organisation that is representative of all members of the community. We define diversity as valuing everyone as an individual – taking pride in that we value employees, job applicants, students, volunteers, patients and visitors as people. This is reflected within our excel behaviours with a vision to create a workplace that represents a culture of kindness, joy and inclusion.

Mindful employer. Being positive about mental health.

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

Apply online now

Further details / informal visits contact

Name: Alice Dodd
Job title: Patient Administration Manager
Email address: [email protected]
Telephone number: 02476 153882

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Job summary

Employer heading

Outpatients Booking Clerk

NHS AfC: Band 2

Job overview

Main duties of the job

To provide a specialised, comprehensive and confidential administration service, working primarily in the Outpatients Booking Team in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the service.

Working for our organisation

Detailed job description and main responsibilities

Person specification

Experience and Knowledge

Essential criteria

Desirable criteria

Qualifications and training

Desirable criteria

Skills and Abilities

Essential criteria

Desirable criteria

Personal Qualities

Essential criteria

Employer certification / accreditation badges

Applicant requirements

Documents to download

Further details / informal visits contact

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