Job summary
We have an exciting opportunity for a part-time Outpatient Clinic Utilisation Coordinator to join our administration team in Breast and Endocrine Surgery (across Aintree and Royal sites).
Reporting to Deputy Office Manager, you will be part of a team responsible for booking various patient appointments, undertaking reviews of clinic templates, maintain and use hospital systems (IPM, dashboard, NHS e-Referral, ICE, PENS), monitor/manage waiting lists, liaise with clinical teams, deal efficiently and professionally to the requests of all service users and patient enquiries and provide a functional flexibility to meet the demands of the service. The post holder will ensure maximum utilisation for all clinics within the area.
The successful post holders will work as part of the administration team, providing an efficient clerical service. As well as having excellent organisational, communication and interpersonal skills. It is essential that applicants can prioritise work, have a flexible approach to working, this will include cross-site cover, work as part of a team and have experience in working in the NHS.
Main duties of the job
The post holder will take the lead responsibility for dealing with referrals for all outpatients and be responsible for providing support to the administrative and operational team to ensure that referrals to clinical services are processed appropriately in a timely manner, ensuring patient appointments are booked within Cancer and Outpatient Waiting Time Standards.
Management of out-patient waiting lists, ensuring patients are seen within time.
Undertake reviews of all clinic templates and make best use of all available clinic appointments to ensure maximum utilisations for all clinics.
To work unsupervised, but to be available to give advice to junior members of the team.
The post holder has responsibility to undertake the full range of duties commensurate with the role (registration/booking/template management/general) and shall as necessary be flexible in providing cover for absent colleagues to maintain service provision.
Other duties will include administratively supporting the specialist nursing team with referral triage and the NHS e-Referral service.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit their careers page.
Job description
Job responsibilities
Lead responsibility for the booking of referrals for outpatient appointments on the hospital Patient Administration System (PAS) iPM in accordance with NHS e-Referral, partial booking system
Understand the vetting prioritisation and being responsible for recognising and bringing any urgent requests for patient appointments immediately to the attention of the clinical team
To process and prioritise the scheduling of outpatient appointments due to clinical urgency and length of wait and in accordance with departmental procedures, protocols and Trust Policies.
Follow the policy for patients who do not attend (DNA) their appointment.
Liaise with GP Practices, health care professionals, wards, emergency department a as required.
Monitoring of clinics and waiting lists, highlighting waiting list breaches and waiting times.
Monitor and maintain existing clinic templates using agreed template change request procedures and agree slot conversion rules with clinicians and operational management team
Build clinic templates in accordance with Trust procedures.
To supervise other administrative staff when indicated by the appointments Coordinator on an ad hoc basis.
Provide relevant, up to date and accurate information to the operational team.
For a full list of duties, please refer to the attached job description and person specification.
Job description
Job responsibilities
Lead responsibility for the booking of referrals for outpatient appointments on the hospital Patient Administration System (PAS) iPM in accordance with NHS e-Referral, partial booking system
Understand the vetting prioritisation and being responsible for recognising and bringing any urgent requests for patient appointments immediately to the attention of the clinical team
To process and prioritise the scheduling of outpatient appointments due to clinical urgency and length of wait and in accordance with departmental procedures, protocols and Trust Policies.
Follow the policy for patients who do not attend (DNA) their appointment.
Liaise with GP Practices, health care professionals, wards, emergency department a as required.
Monitoring of clinics and waiting lists, highlighting waiting list breaches and waiting times.
Monitor and maintain existing clinic templates using agreed template change request procedures and agree slot conversion rules with clinicians and operational management team
Build clinic templates in accordance with Trust procedures.
To supervise other administrative staff when indicated by the appointments Coordinator on an ad hoc basis.
Provide relevant, up to date and accurate information to the operational team.
For a full list of duties, please refer to the attached job description and person specification.
Person Specification
Qualifications
Essential
Experience
Essential
- Experience in out patient/booking environment.
Knowledge
Essential
- Working knowledge of the hospital information/administration systems
Skills
Essential
- Accurate keyboard skills
- Good communication skills
- Task prioritisation skills
Person Specification
Qualifications
Essential
Experience
Essential
- Experience in out patient/booking environment.
Knowledge
Essential
- Working knowledge of the hospital information/administration systems
Skills
Essential
- Accurate keyboard skills
- Good communication skills
- Task prioritisation skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
