Job summary
Previous applicants need not apply
To provide a comprehensive booking service for the Centralised Outpatient Services booking team incorporating; booking of all new patients, management of patients awaiting follow-up, administration associated with clinic management (such as rescheduling due to leave), management of bookings through the eReferrals platform (such as ASI), management of patients on a pending appointment list, maintenance of appropriate access plans and support to the Outpatient Call Handlers.
The Administrator will be responsible for the day to day running of the booking service within the Centralised Booking team and will prioritise incoming requests ensuring that appointments are scheduled according to urgency and resources available whilst adhering to the Patient Access Policy, RTT Guidelines, NHS Guidelines and Trust/Departmental Policies and Protocols.
Main duties of the job
Applications are invited from enthusiastic, bright, andpositive individuals to join theOutpatients team at North Bristol NHS Trust. We are looking for outstanding individuals to become a key part of our highly performing bookings team as an Outpatient Booking Clerk.
We are seeking applicants with drive and ambition to join our friendly and supportive team. Applicants must have excellent communication and computer skills, knowledge of using spreadsheets and validation.
Outpatients is a high volume service and you will need to show a high degree of initiative in your work. As part of the role you will receive opportunities for on-going development and support to fulfil your potential.
About us
Our vision at NBT is that by enabling our teams to be the best they can be we will provide Exceptional Healthcare, Personally Delivered. This means that our patients recognise that we are exemplars of safe, harm-free care and that we give them the best possible health improvement.
As a major acute teaching hospital and centre of excellence in a number of fields we will do this through the dedication of you, our outstanding 8000 staff, and through a genuine partnership with our patients, the public and local partners. By doing this we will, as OneNBT, provide a place you are proud to work and an outstanding patient and carer experience.
Job description
Job responsibilities
- To receive referrals by post, email and via eReferrals (formerly Choose and Book) and ensure that they are dealt with according to Trust/departmental process.
- To put patients on to the waiting list (Access Plan) offering appointment dates within agreed timescales as per Trust Policy.
- To liaise effectively with the line manager and speciality leads regarding problems with booking patients as per policy.
- Participate in weekly scheduling meetings and be prepared with appropriate data
- Ensure that patients are offered the first available date taking into account cancelled appointments.
- Always recording and adhering to RTT pathway guidelines accurately
- Where possible notifying patents of their appointment date and time by telephone
- Ensuring that appropriate paperwork is sent to patients in a timely manner
- To respond promptly to clinic cancellations, ensuring that all patients are contacted by telephone and where possible offered a new date at the same time.
- Ensuring that the clinic guidelines specific to each specialty are amended regularly and provide an accurate basis for colleagues to book clinics in your absence.
- Adhere to the Trust patient Access Policy at all times
- Ensure that eReferrals (formerly Choose and Book) lists are monitored on a regular basis as per department process.
- To be flexible to alter shifts to support cover and duties due to annual leave/ sickness.
- To be proactive in the future redesign and piloting of new processes
- Maintain a high quality in own work and encourage others to do so
- Gather analyse and report on a range of performance data using spreadsheets
- Access, appraise and apply knowledge and information.
- To support the Outpatient validator with compiling performance reports and updating of performance related spreadsheets.
- To undertake call centre duties when demand is high, and on a rota basis to cover call centre meetings/staffing shortfalls
- Contribute to own personal development and assist with learning and development activities and will be required to attend mandatory training and all training essential to this role.
- To undertake any such duties commensurate with the grading of the post and the post holder should treat this job outline as flexible as it could be amended as the service requirements alter and/or needs of the position develop.
Job description
Job responsibilities
- To receive referrals by post, email and via eReferrals (formerly Choose and Book) and ensure that they are dealt with according to Trust/departmental process.
- To put patients on to the waiting list (Access Plan) offering appointment dates within agreed timescales as per Trust Policy.
- To liaise effectively with the line manager and speciality leads regarding problems with booking patients as per policy.
- Participate in weekly scheduling meetings and be prepared with appropriate data
- Ensure that patients are offered the first available date taking into account cancelled appointments.
- Always recording and adhering to RTT pathway guidelines accurately
- Where possible notifying patents of their appointment date and time by telephone
- Ensuring that appropriate paperwork is sent to patients in a timely manner
- To respond promptly to clinic cancellations, ensuring that all patients are contacted by telephone and where possible offered a new date at the same time.
- Ensuring that the clinic guidelines specific to each specialty are amended regularly and provide an accurate basis for colleagues to book clinics in your absence.
- Adhere to the Trust patient Access Policy at all times
- Ensure that eReferrals (formerly Choose and Book) lists are monitored on a regular basis as per department process.
- To be flexible to alter shifts to support cover and duties due to annual leave/ sickness.
- To be proactive in the future redesign and piloting of new processes
- Maintain a high quality in own work and encourage others to do so
- Gather analyse and report on a range of performance data using spreadsheets
- Access, appraise and apply knowledge and information.
- To support the Outpatient validator with compiling performance reports and updating of performance related spreadsheets.
- To undertake call centre duties when demand is high, and on a rota basis to cover call centre meetings/staffing shortfalls
- Contribute to own personal development and assist with learning and development activities and will be required to attend mandatory training and all training essential to this role.
- To undertake any such duties commensurate with the grading of the post and the post holder should treat this job outline as flexible as it could be amended as the service requirements alter and/or needs of the position develop.
Person Specification
Work Experience
Essential
- Experience of working as part of a team in a multi-disciplinary environment.
- Experience of Waiting list management
Desirable
- Knowledge of patient pathway
Skills/Abilities/Knowledge
Essential
- Able to develop good working relationships amongst team, colleagues and clinical staff
- The ability to work to tight deadlines
- Excellent written/verbal communication skills
Education/Training/Qualificati
Essential
- Good general education including GSCE in Maths or English (or equivalent)
- Advanced keyboard and computer skills (Microsoft office)
Personal Qualities/Special Cir
Essential
- Able to work flexible to meet the needs of the service
- Ability to act under direction from senior members of the team
Person Specification
Work Experience
Essential
- Experience of working as part of a team in a multi-disciplinary environment.
- Experience of Waiting list management
Desirable
- Knowledge of patient pathway
Skills/Abilities/Knowledge
Essential
- Able to develop good working relationships amongst team, colleagues and clinical staff
- The ability to work to tight deadlines
- Excellent written/verbal communication skills
Education/Training/Qualificati
Essential
- Good general education including GSCE in Maths or English (or equivalent)
- Advanced keyboard and computer skills (Microsoft office)
Personal Qualities/Special Cir
Essential
- Able to work flexible to meet the needs of the service
- Ability to act under direction from senior members of the team
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).
