Outpatient Clinic Coordinator - Bedford

We are proud of our team and recognise the significant contributions they make to patients here in the UK and globally. When you join Moorfields Eye Hospital, you can help us continue to deliver excellence and equity in patient care through kindness and compassion for all.

Main area: Administration

Grade: Band 3

Contract: Permanent

Hours: Full time - 37.5 hours per week

Salary: £24,625 - £25,674 per annum pro rata including HCAS

Closing date: 02/07/2025 23:59

Job overview:

Moorfields Eye Hospital invites applications for the role of Outpatient Clinic Coordinator. You will be required to provide high quality clerical and administrative support as a member of one of our administrative teams. You will act as first point of contact for all patients, both in a busy outpatient environment and in the administrative offices. We are passionate about delivering an excellent service to patients and you will play a crucial role in achieving this.

Main duties of the job:

• To provide a professional, comprehensive and efficient reception and administration service to the Trust’s outpatient clinics based at Bedford Hospital, South Wing.
• To promote a positive image of the Trust’s outpatient services through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patient care first.
• To ensure high standards of data entry and quality are achieved and sustained across all services, in both paper and electronic record-keeping.
• To ensure adherence to the Trust’s Access Policy at all times.
• To collate and prepare hospital medical records for patients’ appointments.
• To work as part of a large administrative team and provide cross cover as and when required.
• To actively reduce the number of hospital appointments not attended by calling patients to remind them about their appointment at agreed timescales.

Working for our organisation:

At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:

• Opportunity to join the NHS Pension Scheme
• Free 24/7 independent counselling service
• Learning and development opportunities
• Easy and quick transport links
• A range of attractive benefits and discounts
• Access to Blue Light Card and other NHS Discount Schemes
• Free Pilates classes
• Full support and training to develop your skills
• Flexible working friendly organisation

Detailed job description and main responsibilities:

• Provide a high standard of receptionist and general administrative support, to include filing, emailing, phone calls, photocopying to designated outpatient clinics.
• Be courteous and professional when dealing with patients, colleagues and other stakeholders, adhering to service guidelines and standards.
• Open and sort incoming mail.
• Ensure clinic digital screens and whiteboards are updated with the correct and most recent information.
• Ensure that patients are correctly identified when they arrive for their outpatient clinic appointments.
• Check that patient information, such as address and general practitioner details, are accurate and up to date and make any necessary alterations to the patient’s health record and electronic administrative systems.
• Assess patient eligibility for NHS treatment in accordance with Department of Health and Trust policies and procedures.
• Record the patients’ attendance at clinic, ensuring that data relating to time of arrival, time of departure and any outpatient procedure codes are accurately recorded on electronic administrative systems.
• Following attendance, record outpatient outcomes, Referral To Treatment status and where appropriate, outpatient procedure coding promptly for every patient.
• Book appointments for diagnostic purposes in liaison with the appropriate departments.
• Make follow-up appointments as requested by the clinician within appropriate timeframes as far as possible make all follow-up appointments by agreement with the patient before they leave the clinic.
• Where issues and/or problems are identified with appointment booking, highlight these with clinicians, ensuring they are addressed in accordance with the Trust’s Access Policy.
• Ensure regular communication and liaison with the clinical and nursing teams working in clinics to keep them informed of any problems that may impact on the running of the clinic, e.g. patients arriving late.
• Respond to immediate patient queries regarding their treatment pathway, interpreting and explaining in simple terms where there are barriers to understanding.

Person specification:

Education & Qualifications:

• Educated to GCSE level or equivalent (with English & Maths A-C)

Knowledge & Training:

• Good working knowledge of IT systems
• Knowledge & understanding of confidentiality issues
• Previous experience using Trust I.T systems e.g. PAS, OpenEyes, Medisoft

Experience:

• Previous experience carrying out administrative duties and of working with the general public in a customer-orientated role
• Previous experience within a health care setting

Skills & Abilities:

• Ability to work within a team in a multidisciplinary service
• Excellent oral & written communication and interpersonal skills
• Ability to work under pressure and to deadlines
• Ability to deal with queries over the phone and in person
• Commitment to Moorfields Values
• Flexible when working within a team

Due to the nature of this position, employment is subject to proof of eligibility to work in the UK, completion of a satisfactory DBS disclosure and two references. We do not offer visa sponsorship for roles unless clearly stated in our adverts, so please consider this before applying.

Our commitment to equality, diversity and inclusion is at the heart of our organisational culture. As part of our pledge to take positive action in recruitment, we encourage applications from under-represented candidates including BAME (Black, Asian, and Minority Ethnic) and Disabled candidates as we work towards a representative workforce that is able to provide the quality, dignity and respect and to deliver above and beyond.

Moorfields is a flexible working friendly organisation, and we are committed to helping our employees achieve a work-life balance that is beneficial for health and wellbeing, motivation levels and job satisfaction. Every employee of the Trust has the right to request to work flexibly. Please speak to us about how we might be able to accommodate a flexible working arrangement.

If you would like to discuss any reasonable adjustments before applying or would like an accessible version of any recruitment documents, please contact the recruitment team at moorfields.recruitment@nhs.net.