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- Tasks: Join our team as a Clinical Office Coordinator, managing patient appointments and supporting healthcare professionals.
- Company: Be part of Ashford & St. Peter's Hospitals NHS Foundation Trust, serving over 410,000 people in Surrey.
- Benefits: Enjoy NHS perks like excellent pension schemes, on-site nurseries, and career development support.
- Why this job: Make a real impact in patient care while working in a supportive and dynamic environment.
- Qualifications: Strong organisational and communication skills are essential; training provided for specific systems.
- Other info: Apply early as adverts may close soon; visit our careers page for more info.
The predicted salary is between 30000 - 42000 £ per year.
Job summary
An exciting opportunity has arisen to join the Ear, Nose and Throat clinical office at Ashford Hospital. A 37.5 hour role of the Clinical Office Coordinator is required to provide clerical support within the main clinical office; it requires a high level of organisational skills and someone who is good at communicating with a wide range of health care professionals as well as patients and their relatives.
The successful applicant(s) will have the ability to work as part of the team to deliver high quality customer service, display excellent communication skills, and an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery. You must be a team player with the ability to problem solve and work independently. You will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient waiting lists for both new and follow up patients.
An understanding of the 18 week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, Luna, CRIS and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.
Main duties of the job
o To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.o To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.o To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.o To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.o Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care.o Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care.o Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.o Manage changes in clinic templates as directed by Team Leader/Service Manager
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter\’s, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
- Excellent pension scheme and annual leave entitlement
- On-site Nurseries
- On-site staff cafes
- On-site parking
- Support in career development
- Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit:www.asph-careers.org
Job description
Job responsibilities
The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement.
- To maintain a high standard of quality in providing an appointments service; supporting patients and professionals.
- To produce high quality patient information for the Trust to enable maximum use of resources, and to support service level agreements and planning of future services.
- To ensure that patients receive good quality, appropriate documentation/information relating to their appointment in line with current Trust and Divisional objectives.
- To be responsible for transcribing of dictation letters using Dictate-IT software.
- Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner. Dispose of outstanding uncashed clinic outcomes on Cerner.
- Using Luna (PTL) on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
- To highlight any potential breaches or delays in the patients pathway to the Team Leader, Admin Manager according to the Trusts escalation policy.
- Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms).
- To liaise with & support the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
- To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
- Attend regular team meetings arranged by Team Leader.
- Deal with patient queries effectively written and via telephone/email.
- To ensure booking of relevant clinical activity (e.g. out-patient procedures, clinics etc) and managing patient pathways in conjunction with the Patient Pathway Team.
- Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
- When booking or changing appointments, to be aware of the agreed Divisions wait to first appointment, of RTT waits, and of the Joint Access Policy.
Job description
Job responsibilities
The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement.
- To maintain a high standard of quality in providing an appointments service; supporting patients and professionals.
- To produce high quality patient information for the Trust to enable maximum use of resources, and to support service level agreements and planning of future services.
- To ensure that patients receive good quality, appropriate documentation/information relating to their appointment in line with current Trust and Divisional objectives.
- To be responsible for transcribing of dictation letters using Dictate-IT software.
- Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Cerner. Dispose of outstanding uncashed clinic outcomes on Cerner.
- Using Luna (PTL) on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
- To highlight any potential breaches or delays in the patients pathway to the Team Leader, Admin Manager according to the Trusts escalation policy.
- Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms).
- To liaise with & support the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
- To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
- Attend regular team meetings arranged by Team Leader.
- Deal with patient queries effectively written and via telephone/email.
- To ensure booking of relevant clinical activity (e.g. out-patient procedures, clinics etc) and managing patient pathways in conjunction with the Patient Pathway Team.
- Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
- When booking or changing appointments, to be aware of the agreed Divisions wait to first appointment, of RTT waits, and of the Joint Access Policy.
Person Specification
Essential
Essential
- Experience
Desirable
- Knowledge
Essential
Essential
- Skills
Desirable
- Experience
Person Specification
Essential
Essential
- Experience
Desirable
- Knowledge
Essential
Essential
- Skills
Desirable
- Experience
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.
Employer details
Employer name
Ashford & St. Peter\’s Hospitals NHS Foundation Trust
Address
Ashford Hospital
London Road
Ashford
TW15 3AA
Employer\’s website #J-18808-Ljbffr
Clinical Office Coordinator - Ear, Nose & Throat employer: Ashford & St. Peter's Hospitals NHS Foundation Trust
Contact Detail:
Ashford & St. Peter's Hospitals NHS Foundation Trust Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Clinical Office Coordinator - Ear, Nose & Throat
✨Tip Number 1
Familiarise yourself with the specific systems mentioned in the job description, such as Cerner and Dictate-IT. Even if you haven't used them before, showing a willingness to learn and adapt can set you apart from other candidates.
✨Tip Number 2
Highlight your organisational skills during any interviews or discussions. Prepare examples of how you've successfully managed schedules or appointments in previous roles, as this is crucial for the Clinical Office Coordinator position.
✨Tip Number 3
Demonstrate your understanding of patient care and the importance of communication in healthcare settings. Be ready to discuss how you would handle patient queries or manage waiting lists effectively.
✨Tip Number 4
Network with current or former employees of Ashford & St. Peter's Hospitals NHS Foundation Trust. They can provide insights into the work culture and expectations, which can be invaluable during your application process.
We think you need these skills to ace Clinical Office Coordinator - Ear, Nose & Throat
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the responsibilities of the Clinical Office Coordinator role. Emphasise your organisational skills, communication abilities, and any experience in healthcare settings.
Craft a Compelling Cover Letter: Write a cover letter that specifically addresses the job description. Mention your understanding of the 18-week patient pathway and how your previous experiences have prepared you for this role. Show enthusiasm for working at Ashford Hospital.
Highlight Relevant Skills: In your application, clearly outline your skills related to managing appointments, liaising with patients, and using healthcare systems like Cerner or Dictate-IT. If you lack experience with these systems, express your willingness to learn.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the role of Clinical Office Coordinator.
How to prepare for a job interview at Ashford & St. Peter's Hospitals NHS Foundation Trust
✨Showcase Your Organisational Skills
As a Clinical Office Coordinator, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully organised schedules or managed waiting lists, highlighting your attention to detail and time management skills.
✨Communicate Effectively
Since the role involves liaising with healthcare professionals and patients, practice clear and concise communication. Be ready to discuss how you've handled patient queries or collaborated with teams in previous roles, showcasing your interpersonal skills.
✨Familiarise Yourself with Relevant Systems
While training will be provided, having a basic understanding of systems like Cerner, Luna, and Dictate-IT can set you apart. Do some research on these tools and be prepared to discuss any relevant experience you have with similar software.
✨Demonstrate Commitment to Quality Care
The trust values high-quality patient care. Be prepared to talk about your commitment to delivering excellent service and how you ensure that patient needs are met. Share specific examples of how you've contributed to improving patient experiences in your previous roles.
