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Outpatient Services Administrator

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York and Scarborough Teaching Hospitals NHS Foundation Trust

17d ago

  • Job
    Full-time
    Entry, Junior, Mid & Senior Level
  • People, HR & Administration
    Healthcare
  • York

AI generated summary

  • You must have strong organizational, administrative, and communication skills, excel under pressure, and maintain patient confidentiality while managing appointments effectively.
  • You will process appointments, manage referrals, update worklists, support patients, and ensure confidentiality while prioritizing workload to meet clinic demands efficiently.

Requirements

  • It is essential that you have the necessary organisational, administrative and communication skills, the ability to work under pressure and using your own initiative, as well as excellent telephone skills.
  • The hours for this vacancy are Monday - Friday, with variable shifts between 8am and 5pm.
  • To process all new patient appointments within agreed timescales, and in accordance with consultants’ requests and speciality booking rules.
  • To make follow-up appointments in accordance to booking rules, at the request of both internal and external customers.
  • To monitor, maintain and update electronic worklists and ensure that items are actioned in a timely manner, taking remedial action where necessary.
  • To receive, record and process all referrals under the 14 day rule.
  • To utilise an electronic data base booking system to call patients for their appointments near to their due date to maximize clinic capacity against patient demand.
  • To manage patients ringing the department to book, amend, or cancel an appointment in accordance with the Standard Operating Procedures and booking rules.
  • Any other administrative or clerical duties, which may be required as part of post.
  • To actively maintain a safe working environment for yourself and your colleagues who may be affected by your acts or omissions.
  • Prioritise workload to maximise patient demand against clinic capacity to ensure patients are dealt with as timely as possible.
  • To maintain patient confidentiality at all times.

Responsibilities

  • To process all new patient appointments within agreed timescales, and in accordance with consultants’ requests and speciality booking rules.
  • To make follow-up appointments in accordance to booking rules, at the request of both internal and external customers.
  • To monitor, maintain and update electronic worklists and ensure that items are actioned in a timely manner, taking remedial action where necessary.
  • To receive, record and process all referrals under the 14 day rule.
  • To utilise an electronic data base booking system to call patients for their appointments near to their due date to maximize clinic capacity against patient demand.
  • Support patients attending the Outpatient clinics, using tact and diplomacy, and record an appropriate outcome for all patients who leave Outpatient clinic where necessary.
  • To manage patients ringing the department to book, amend, or cancel an appointment in accordance with the Standard Operating Procedures and booking rules.
  • Any other administrative or clerical duties, which may be required as part of post.
  • To actively maintain a safe working environment for yourself and your colleagues who may be affected by your acts or omissions.
  • Prioritise workload to maximise patient demand against clinic capacity to ensure patients are dealt with as timely as possible.
  • To maintain patient confidentiality at all times.

FAQs

What are the main responsibilities of the Outpatient Services Administrator?

The main responsibilities include processing new and follow-up patient appointments, monitoring and updating electronic worklists, handling referrals under the 14 day rule, assisting patients at the Outpatient clinics, and managing appointment bookings and amendments.

What are the working hours for this position?

The working hours are Monday to Friday, with variable shifts between 8am and 5pm as required to cover service needs.

Is there an expectation to cover different tasks within the team?

Yes, all staff are required to rotate through different tasks across the referral management center, reception desks, and call center.

Can I apply for this position if I am currently an internal candidate?

Yes, but you must ensure you have the permission of your current line manager before applying for a secondment opportunity.

What skills are essential for this role?

Essential skills include strong organizational, administrative, and communication abilities, the capability to work under pressure, and excellent telephone skills.

What benefits are offered to staff in this role?

Benefits include access to the NHS Pension Scheme, up to 33 days of holiday, a relocation package, various types of paid and unpaid leave, confidential support services, and discounts on various products and services.

How can I find more information about working for the Trust?

You can visit the link provided in the job description for insights about working for the Trust.

Who can I contact for further details or an informal visit regarding this job?

You can contact Magda Gralak, the Outpatient Services Operational Manager, at magda.gralak3@nhs.net or by phone at 01723 236187. Alternatively, you can reach out to Tom Howard or Gemma Carrott, both Outpatient Services Managers, for further inquiries.

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York and Scarborough Teaching Hospitals NHS Foundation Trust

Kindness. Openness. Excellence.

Science & Healthcare
Industry
5001-10,000
Employees
2012
Founded Year

Mission & Purpose

York and Scarborough Teaching Hospitals NHS Foundation Trust provides a comprehensive range of acute hospital and specialist healthcare services for approximately 800,000 people living in and around York, North Yorkshire, North East Yorkshire and Ryedale. We manage eight hospital sites and have a workforce of around 10,000 staff working across our hospitals and in the community. Our membership scheme means that you can find out more about our services and plans for the future and you can get involved. You have no obligations as a member, but there are lots of ways of getting involved - from voting for candidates to be on our Council of Governors, special events for members, to receiving member newsletters - and much more.