Booking Coordinator

Job Title: Booking Coordinator 

Location: Buckinghamshire Healthcare NHS Trust

Trust Location: Chalfont & Gerrards Cross Hospital, Hampden Rd,Chalfont St Peter SL9 9DR

Payrate: Band 2, £12.71 per hour 

Shift Patterns: Monday - Friday 8:30am - 5:30pm (Need confirmation of when the 20 hours per week can be worked)

Duration: Start: ASAP, End: 12 Months

SYSTEMS

• Microsoft
• Careflow 
• Evolve 
• Envoy 
• Ers

MAIN PURPOSE OF THE POST

• To work in support of a specialty or group of specialties, as part of a team co-ordinating the patient journey from referral through to discharge. 
• To provide an excellent service to patients, their relatives and carers. 
• To provide a comprehensive administration, booking and appointment service for outpatients and ensure compliance with waiting time targets. 
• To work as part of a Patient Administration Service and provide cross-cover for other staff across the Service to ensure a consistent and effective administration service is maintained at all times. 
• To be responsible for the Oral/Orthodontic Clinic prep – weekly, and updating as necessary

RESPONSIBILITIES

Ensure that you adhere to the Patient Administration Service standard operating procedures at all times, highlighting to a Team Leader any situations where this is not achievable. 
1.2. Cover a range of shift patterns and sites as required by the service and it’s patients, which may include both early and late shifts. 
1.3. Provide cross-cover for other staff across the service to ensure a consistent and effective service is maintained at all times. 
1.4. To attend any meetings relevant to your role. 

Patient Administration 

2.1. Register referrals and make arrangements for clinical grading. 
2.2. Arrange outpatient appointments, using the Choose and Book system where applicable, confirming, cancelling and changing appointments as necessary. 
2.3. Ensure patients are communicated with effectively in relation to their appointments via email, phone or letter. 
2.4. Arrange transport and translation services where necessary. 
2.5. Ensure all patient administration is in line with the Trust’s access policy, highlighting issues and taking corrective action where necessary, ensuring compliance with national referral to treatment time targets. 
2.6. Process requests for clinic changes, cancellations and creations as directed by and subject to authorisation by the Access Manager 
2.7. Courteously and efficiently receive all telephone enquiries in line with the Trust’s Service Standards from patients, carers and external agencies (in accordance with data protection and patient confidentiality requirements) in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner. 
2.8. Ensure that patient phone calls are answered in accordance with Trust policy. 
2.9. Deal with concerns / complaints as appropriate, immediately escalating where necessary to the appropriate Team Leader for action. 
2.10. Work closely with and maintain excellent communication channels with both clinical and administrative Divisional staff. 
2.11. Liaise with diagnostics teams to ensure appointments for diagnostic purposes are booked in line with national and Trust targets and policy. 
2.12. Ensure patient case notes and appropriate electronic systems are kept up to date, ensuring that information entered onto the system is in line with the Trust’s data quality standards. 
2.13. Utilise paper-light processes where appropriate. 
2.14. Provide reception services for patients, receiving patients to the department, capturing the outcome of their appointments and making follow up arrangements where applicable. 
2.15. To register new patients and raise new medical records using the hospital’s patient administration system. 
2.16. Work closely with staff within the Divisions to monitor appointment attendance, cancellations and DNAs, timely completion of diagnostic tests and ensure follow up arrangements are made. 

Training and Development / Competencies 

3.1. To participate in the induction of new Booking Co-ordinators across the service, sharing knowledge and expertise of the administrative processes and functions and the role of the service. 
3.2. Attend mandatory training required for administrative staff as outlined in the Trust Mandatory Training Framework. 
3.3. Be proficient in the use of all electronic systems and standard operating procedures in relation to patient data and undertake training as required if new technology / systems or standard operating procedures are introduced, to ensure competencies are maintained and efficiencies of the administrative processes are maximised.

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By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.