Job summary
Referrals Out administrators are an
integral part of the Outpatient team, processing the onward referrals for patients
who have been referred elsewhere for diagnostics or procedures. Ensuring that the referrals are sent in the
expected timeframes, with all the required information included, and actively
monitoring the flow of information throughout the patient pathway.
Main duties of the job
Organization, prioritization, IT skills, and attention to detail will be
crucial in this role as you will be responsible for sending urgent and routine
referrals to other providers and ensuring they have all the information needed
to continue the patient's care.
You will need to gather all the relevant information from different areas
of the patient record system, including booking forms, clinic letters, BMI and
blood results, and chase up any missing information with the clinicians or
patients.
Full training will be given on how to use our patient record system and
complete the role.
About us
This is an excellent opportunity to join our fantastic Outpatients
department at Dorking Healthcare (DHC).
The vacancy has arisen as one of our existing team members is moving on
after 12 long years with us! You would
be joining our existing team of 3, consisting of 2 other administrators and a
team leader.
Dorking Healthcare (DHC) is an organisation that provides a wide range of
quality healthcare services in Surrey and Sussex. We are registered with the
CQC (Care Quality Commission), receiving a Good status in our most recent
inspection, and we are an accredited AQP (Any Qualified Provider). Our vision
is to continually improve local services for patients by offering first-class
care and shorter waiting times.
A can-do attitude is a vital asset at DHC, and we are looking for
like-minded individuals to work with us who share the same approach and work
ethic.
The benefits we offer include:
- Competitive salaries
- Membership of the NHS pension scheme
- 27 days annual leave plus bank holidays, increasing with length of
service
- Access to an Employee Assistance Programme
- Opportunities for training, development, and career progression
Some of our sites have free on-site parking (subject to availability)
We aim to be an employer of choice and conduct annual staff satisfaction
surveys
DHC
actively encourages and promotes diversity, ensures all voices are heard and
included, and is committed to equal opportunities for all.
Job description
Job responsibilities
JOB
SUMMARY
The role (and team) is an integral part of the
patient pathway. You will undertake tasks essential to the smooth and effective
provision of quality care, providing an efficient level of service for patients
and their families.
The role will work within the priorities and
expectations set out by the Lead Referrals-Out Administrator.
It is essential the post holder displays organisation, prioritisation,
IT skills and attention to detail will be crucial in this role as you will be
creating referrals on patient records to other providers. You will need to gather all the relevant
information from the patient record system, submit it via email to the provider
& update the patient record.
DUTIES
AND RESPONSIBILITIES OF THE POST
Referral Processing
-
Process outbound referrals for diagnostics and
procedures in line with clinical instructions and referral pathways.
-
Ensure all referrals are correctly triaged,
recorded, and actioned within agreed timeframes.
-
Liaise with clinical teams and patients to clarify
referral details or gather additional information as needed.
-
Upload or send referrals via appropriate systems
(e-RS, email, secure portals).
Coordination &
Communication
-
Communicate clearly and professionally with
external providers (e.g., hospitals, imaging centres, specialist clinics) to
confirm referral receipt and appointment arrangements.
-
Respond to incoming queries from patients,
clinicians, and third parties regarding referrals, providing updates or advice
as appropriate.
-
Monitor referral progress and follow up to ensure
timely outcomes or to troubleshoot delays.
-
Managing multiple tasks, prioritising own workload,
and ensuring work is completed within target timeframes for processing routine
and urgent referrals.
-
Work closely with the wider DHC administration and
clinical teams to support seamless patient journeys.
Pathway
Knowledge & Relationship Management
-
Ensure knowledge and understanding of patient
pathways is maintained, including referral routes and any associated criteria
for trust hospitals and independent providers.
-
Develop and maintain relationships with other
providers we work closely with. Sourcing
new referral pathways, ensuring referral forms are updated, and the contact
address database is maintained accurately.
-
Contribute to maintaining and updating referral
protocols and standard operating procedures.
Data
Management & Reporting
-
Accurately input and update referral information in
clinical systems to support timely patient care.
-
Keep
thorough documentation and audit trails in line with data protection and
confidentiality policies.
-
Contribute
to performance monitoring through accurate data capture and referral tracking
insights.
General
-
Undertake
any other reasonable duties as commensurate with the nature of this role.
-
Maintain
mandatory training compliance.
WORK
SETTING AND REVIEW
To
manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Acting independently but, where necessary,
referring problems to the Referrals-Out Team Leader or the appropriate
consultant via the quickest route possible.
CONFIDENTIALITY
The
post holder must maintain the confidentiality of information about patients,
staff, and DHC business in accordance with the Data Protection Act 1998 and the
Caldicott principles.
Job description
Job responsibilities
JOB
SUMMARY
The role (and team) is an integral part of the
patient pathway. You will undertake tasks essential to the smooth and effective
provision of quality care, providing an efficient level of service for patients
and their families.
The role will work within the priorities and
expectations set out by the Lead Referrals-Out Administrator.
It is essential the post holder displays organisation, prioritisation,
IT skills and attention to detail will be crucial in this role as you will be
creating referrals on patient records to other providers. You will need to gather all the relevant
information from the patient record system, submit it via email to the provider
& update the patient record.
DUTIES
AND RESPONSIBILITIES OF THE POST
Referral Processing
-
Process outbound referrals for diagnostics and
procedures in line with clinical instructions and referral pathways.
-
Ensure all referrals are correctly triaged,
recorded, and actioned within agreed timeframes.
-
Liaise with clinical teams and patients to clarify
referral details or gather additional information as needed.
-
Upload or send referrals via appropriate systems
(e-RS, email, secure portals).
Coordination &
Communication
-
Communicate clearly and professionally with
external providers (e.g., hospitals, imaging centres, specialist clinics) to
confirm referral receipt and appointment arrangements.
-
Respond to incoming queries from patients,
clinicians, and third parties regarding referrals, providing updates or advice
as appropriate.
-
Monitor referral progress and follow up to ensure
timely outcomes or to troubleshoot delays.
-
Managing multiple tasks, prioritising own workload,
and ensuring work is completed within target timeframes for processing routine
and urgent referrals.
-
Work closely with the wider DHC administration and
clinical teams to support seamless patient journeys.
Pathway
Knowledge & Relationship Management
-
Ensure knowledge and understanding of patient
pathways is maintained, including referral routes and any associated criteria
for trust hospitals and independent providers.
-
Develop and maintain relationships with other
providers we work closely with. Sourcing
new referral pathways, ensuring referral forms are updated, and the contact
address database is maintained accurately.
-
Contribute to maintaining and updating referral
protocols and standard operating procedures.
Data
Management & Reporting
-
Accurately input and update referral information in
clinical systems to support timely patient care.
-
Keep
thorough documentation and audit trails in line with data protection and
confidentiality policies.
-
Contribute
to performance monitoring through accurate data capture and referral tracking
insights.
General
-
Undertake
any other reasonable duties as commensurate with the nature of this role.
-
Maintain
mandatory training compliance.
WORK
SETTING AND REVIEW
To
manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Acting independently but, where necessary,
referring problems to the Referrals-Out Team Leader or the appropriate
consultant via the quickest route possible.
CONFIDENTIALITY
The
post holder must maintain the confidentiality of information about patients,
staff, and DHC business in accordance with the Data Protection Act 1998 and the
Caldicott principles.
Person Specification
Experience
Essential
- Strong administrative experience in a healthcare or similar setting.
- Prioritising tasks.
- Working to KPIs / SLAs
Desirable
- Making referrals via e-rs.
- Customer Service experience
Qualifications
Essential
- Good standard of education
- (Numerate and good standard of English)
Attributes
Essential
- Can do attitude to daily tasks, adversity, and new ways of working.
- Healthy working with regards to seeking to achieve the most efficient way to achieve tasks
Knowledge/Skills
Essential
- Excellent organisational skills and attention to detail.
- Computer literacy in MS packages and databases.
- Ability to communicate effectively with a diverse group within the community.
- Ability to maintain confidentiality at all times.
- Ability to prioritise tasks.
- Clear written and verbal communication
Desirable
- Data protection in a health care environment.
- Knowledge of NHS referral processes and pathways.
- Patient referral to treatment times (RTT).
- Funding criteria relating to procedures with limited clinical. effectiveness and the prior approval process.
- SystmOne (NHS database)
Person Specification
Experience
Essential
- Strong administrative experience in a healthcare or similar setting.
- Prioritising tasks.
- Working to KPIs / SLAs
Desirable
- Making referrals via e-rs.
- Customer Service experience
Qualifications
Essential
- Good standard of education
- (Numerate and good standard of English)
Attributes
Essential
- Can do attitude to daily tasks, adversity, and new ways of working.
- Healthy working with regards to seeking to achieve the most efficient way to achieve tasks
Knowledge/Skills
Essential
- Excellent organisational skills and attention to detail.
- Computer literacy in MS packages and databases.
- Ability to communicate effectively with a diverse group within the community.
- Ability to maintain confidentiality at all times.
- Ability to prioritise tasks.
- Clear written and verbal communication
Desirable
- Data protection in a health care environment.
- Knowledge of NHS referral processes and pathways.
- Patient referral to treatment times (RTT).
- Funding criteria relating to procedures with limited clinical. effectiveness and the prior approval process.
- SystmOne (NHS database)
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.
