Outpatient Coordinator

Job summary

We are seeking a dedicated individual to join our dynamic operational team within the acute site outpatient department during a pivotal phase of transformation. You will play a crucial role in implementing and managing our new clinic room booking system, "Bookwise," which is designed to enhance efficiency and maximise room utilisation across our services.

As a key member of this new team, you will collaborate closely with various stakeholders to ensure the successful deployment of the system, contribute to process improvements, and support our commitment to delivering high-quality care.

This is an exciting opportunity to make a meaningful impact as we navigate this important change in our organisation.

Main duties of the job

• Deliver high-quality administrative support to ensure smooth operations.
• Interact courteously and professionally with patients, colleagues, and stakeholders, while adhering to established service guidelines and standards.
• Maintain up-to-date records of all clinic room bookings and regularly communicate this information to the nursing teams.
• Communicate consistently with clinical and nursing teams in the clinics to inform them of any issues that may affect clinic operations.
• Coordinate with multidisciplinary team members on the scheduling and cancellation of clinic rooms.
• Management of Bookwise database
• Management of Bookwise System
• Excellent IT Skills
• Verify the availability of clinics using the 'Bookwise' system.
• Notify the outpatient Operational team of any discrepancies encountered.
• Keep 'Bookwise' spreadsheet updated, collaborating with the team to manage available clinic rooms based on the 6;4;2 principle.
• Work with the Operations Manager on future clinic space planning.
• Ensure the waiting list for clinic rooms is accurate and up to date.
• Process booking requests daily by accepting or declining them through the online system.
• Conduct audits of clinic space usage.
• Prepare and compile the monthly 'Did Not Attend' report.
• Participate in weekly 'Bookwise' meetings with clinical administration teams.
• Educate members of the TSDFT team on accessing and using the 'Bookwise' booking system.
• Perform any additional administrative duties as assigned by the Operational Manager

About us

Why Work With Us

You will be joining the trust at an exciting and changing time, The Outpatient Operations Team is newly established and will be dedicated to enhancing the efficiency and effectiveness of outpatient services within Torbay & South Devon Foundation Trust. Our team collaborates closely with healthcare professionals across various specialties to optimise resource allocation and enhance patient experience.

By leveraging data-driven insights and fostering a culture of continuous improvement, we aim to reduce wait times and enhance service delivery in the outpatient setting. As a member of our team, you will play a crucial role in supporting operational excellence and delivering exceptional patient-centred care.