Wye Valley NHS Trust

Clinic Co-ordinator - Radiology/CDC (INTERNAL)

The closing date is 29 June 2025

Job summary

***INTERNAL APPLICANTS ONLY***

Service Delivery Duties & Responsibilities:

The purpose of this role is to provide a high quality and efficient clinic coordination and bookings service within the Radiology Department which may require working flexibility across both the acute WVT site and the Community Diagnostics Centre (CDC).

To work together with staff across all levels to promote a smooth and efficient work flow through the Department.

To be proactive and forward thinking to ensure correct management of waiting lists.

To participate in a range of shifts, to include evenings, weekend and bank holiday shifts as required, in line with the demands and requirements of the service.

To assist the Radiology Admin Manager in undertaking regular reviews of the office protocols and guidelines by providing advice on changes in working processes.

To undertake any other clerical duties that may be necessary for the speedy progression of both results and patients through the department to include secretarial support as required.

Main duties of the job

To regularly validate the waiting lists.

To ensure patient details and appointments are accurately put onto the CRIS/IT systems and selected for the correct clinic, in date order and clinical priority.

To negotiate appointment dates with patients and ensure the correct confirmation/appointment letter, information sheet and any prescribed medication is forwarded to them.

To be prepared to discuss sensitive or difficult information/questions with patients when negotiating their appointments (phone or face to face).

To prioritise all urgent referrals, including those referred via the 2 week wait cancer pathway.

To set up additional sessions/clinics at short notice and contact patients via the phone to fill these extra short notice slots.

Assist as and when required in the rescheduling of appointments to avoid breaches of 'Waiting List' targets.

Answer telephone calls and deal with any queries, these can be from patients and/or clinical staff.

Deal with all voice mail promptly and efficiently.

To prioritise all urgent referrals, including those referred via the 2 week wait cancer pathway.

To validate pending lists on a regular basis.

Attend Radiology PTL meeting on a weekly basis.

About us

Wye Valley NHS Trust is a member of an NHS Foundation Group with South Warwickshire NHS FT , the George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust.

Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye.

We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care we'd want for our family and friends.

More than 3,500 people work for the Trust - they tell us it's a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire.

We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential.

Russell Hardy, Trust Chairman: "The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential."

Our values -Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time...all the time.

Date posted

13 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year pa pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

229-CS-7267983

Job locations

Radiology (X-Ray & Imaging)

Union Walk

Hereford

HR1 2ER

Job description

Job responsibilities

For more information about the role and responsibilities please see the attached job description and person specification.

Job description

Job responsibilities

For more information about the role and responsibilities please see the attached job description and person specification.

Person Specification

Education & Qualifications

Essential

Good general education (equivalent GCSE in English and Maths)

Desirable

Diploma Level 3 in Customer Services, Business Administration or equivalent experience

Skills, Knowledge & Abilities

Essential

Ability to effectively communicate clearly and professionally both verbally and in writing to face to a wide range of people
Ability to work under pressure and deal with challenging and stressful situations
Excellent telephone manner, demonstrating professionalism and empathy
Ability to prioritise workload efficiently to meet National Targets and service demands, ensuring compliance with waiting time standards
Proficiency in IT systems and administrative software to include Microsoft Office applications
Fully conversant with patient confidentiality and the principles of data protection, demonstrating discretion and professionalism at all times

Desirable

Knowledge of Medical terminology relevant to radiology and diagnostic imaging

Experience

Essential

Previous Clerical and Administrative experience including using IT systems to retrieve data

Desirable

Knowledge of Hospital IT systems and electronic patient records (e.g. CRIS, Maxims, InPhase, Integra)
Experience of attending patient tracking meetings, or working within a multidisciplinary team setting
Experience of working within a Call Centre or Customer Service environment or equivalent

Person Specification

Education & Qualifications

Essential

Good general education (equivalent GCSE in English and Maths)

Desirable

Diploma Level 3 in Customer Services, Business Administration or equivalent experience

Skills, Knowledge & Abilities

Essential

Ability to effectively communicate clearly and professionally both verbally and in writing to face to a wide range of people
Ability to work under pressure and deal with challenging and stressful situations
Excellent telephone manner, demonstrating professionalism and empathy
Ability to prioritise workload efficiently to meet National Targets and service demands, ensuring compliance with waiting time standards
Proficiency in IT systems and administrative software to include Microsoft Office applications
Fully conversant with patient confidentiality and the principles of data protection, demonstrating discretion and professionalism at all times

Desirable

Knowledge of Medical terminology relevant to radiology and diagnostic imaging

Experience

Essential

Previous Clerical and Administrative experience including using IT systems to retrieve data

Desirable

Knowledge of Hospital IT systems and electronic patient records (e.g. CRIS, Maxims, InPhase, Integra)
Experience of attending patient tracking meetings, or working within a multidisciplinary team setting
Experience of working within a Call Centre or Customer Service environment or equivalent

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

Wye Valley NHS Trust

Address

Radiology (X-Ray & Imaging)

Union Walk

Hereford

HR1 2ER

Employer's website

https://www.wyevalley.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Wye Valley NHS Trust

Address

Radiology (X-Ray & Imaging)

Union Walk

Hereford

HR1 2ER

Employer's website

https://www.wyevalley.nhs.uk/ (Opens in a new tab)