Job summary
Are you organised, proactive, and passionate about making a difference behind the scenes in healthcare? As a vital member of our Outpatient team, you'll be at the heart of the patient journey--ensuring every appointment is booked smoothly and every query is handled with care.
In this fast-paced and rewarding role, you'll coordinate new and follow-up appointments with precision and empathy, register and scan referrals to keep our systems running seamlessly, and be the friendly, professional voice on the phone resolving appointment queries with confidence. You'll also support the entire outpatient booking process, following clear procedures that keep everything on track.
Your attention to detail and commitment to excellent service will help patients feel supported from their very first contact. If you thrive in a collaborative environment and enjoy being the go-to person for keeping things running smoothly, we'd love to have you on board!
Main duties of the job
- Daily delivery and pick up of referral letters to consultant offices
- Distribute referral letters to designated place in clinic clerk's office.
- Register referrals onto IPM system ensuring all data is accurate at all times.
- Liaise with GP practices to maintain data quality of referrals entered onto IPM.
- Scan referrals directly into Mediviewer
- Manage referrals for review 'Work List' on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days - to raise any concerns with Supervisor.
- To provide high quality administrative services managing own workload.
- Ensure Data Quality standards are met and confidentiality is maintained at all times. Ensure the telephone is answered promptly and efficiently so that all calls are dealt with in a courteous and timely manner.
- To be proficient in the use of the Trusts Information Systems including any national systems.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
- Daily delivery and pick up of referral letters to consultant offices
- Create waiting list entries for services that encounter appointment slot issues.
- Have an excellent telephone manner to ensure clear and concise information is exchanged to patients and staff.
- Assist in training and supporting new members of staff
- Report any problems with faulty equipment to supervisor.
- Be responsive and helpful at all times to support the smooth running of the service.
- Daily delivery and pick up of referral letters to consultant offices
- Distribute referral letters to designated place in clinic clerks office.
- Register referrals onto IPM system ensuring all data is accurate at all times.
- Liaise with GP practices to maintain data quality of referrals entered onto IPM.
- Scan referrals directly into Mediviewer
- Manage referrals for review Work List on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days to raise any concerns with Supervisor.
- To provide high quality administrative services managing own workload.
- Ensure Data Quality standards are met and confidentiality is maintained at all times. Ensure the telephone is answered promptly and efficiently so that all calls are dealt with in a courteous and timely manner.
- To be proficient in the use of the Trusts Information Systems including any national systems.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
- Daily delivery and pick up of referral letters to consultant offices
- Create waiting list entries for services that encounter appointment slot issues.
- Have an excellent telephone manner to ensure clear and concise information is exchanged to patients and staff.
- Assist in training and supporting new members of staff
- Report any problems with faulty equipment to supervisor.
- Be responsive and helpful at all times to support the smooth running of the service.
- Daily delivery and pick up of referral letters to consultant offices
- Distribute referral letters to designated place in clinic clerks office.
- Register referrals onto IPM system ensuring all data is accurate at all times.
- Liaise with GP practices to maintain data quality of referrals entered onto IPM.
- Scan referrals directly into Mediviewer
- Manage referrals for review Work List on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days to raise any concerns with Supervisor.
- To provide high quality administrative services managing own workload.
- Ensure Data Quality standards are met and confidentiality is maintained at all times. Ensure the telephone is answered promptly and efficiently so that all calls are dealt with in a courteous and timely manner.
- To be proficient in the use of the Trusts Information Systems including any national systems.
Person Specification
Qualifications
Essential
Experience
Essential
- Substantial clerical experience
- Good written and verbal communication skills
- Good telephone skills
Desirable
Knowledge
Essential
- Understanding of the need of confidentiality awareness at all times
- Computer literate and familiar with Windows package
Desirable
- Knowledge of iPM
- Knowledge of E-Referral Service
Personal Skills
Essential
- Flexible / adaptable
- Accurate data input skills
- Works well under pressure
- Good organisational skills
Other
Essential
- Flexible in approach to service needs
- Reliable
- Confident communicator
- Evidence of a good team player
Person Specification
Qualifications
Essential
Experience
Essential
- Substantial clerical experience
- Good written and verbal communication skills
- Good telephone skills
Desirable
Knowledge
Essential
- Understanding of the need of confidentiality awareness at all times
- Computer literate and familiar with Windows package
Desirable
- Knowledge of iPM
- Knowledge of E-Referral Service
Personal Skills
Essential
- Flexible / adaptable
- Accurate data input skills
- Works well under pressure
- Good organisational skills
Other
Essential
- Flexible in approach to service needs
- Reliable
- Confident communicator
- Evidence of a good team player
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).
