Healthcare Scheduling Officer

4 weeks ago

Swindon, Swindon, United Kingdom Great Western Hospitals NHS Foundation Trust Full time

Job Overview

Full-time position - Fixed Term - 6 months

An exciting opportunity has emerged for a Booking and Administration professional to become part of our newly established patient validation team.

In this role, you will be tasked with delivering administrative and clerical support to our bookings team, managing both incoming and outgoing communications related to waitlist administration.

The ideal candidate will possess outstanding communication, organizational, and interpersonal abilities. A strong proficiency in keyboard skills is essential, along with a passion for working in a dynamic and diverse environment. You should be comfortable working independently with minimal supervision as well as collaboratively within a team.

Comprehensive training will be provided.

Please be aware that this position may require flexibility, including potential weekend and evening shifts. We encourage you to discuss any prior commitments with the relevant contact before applying.

Key Responsibilities

1. Provide call center coverage for all incoming inquiries regarding patient appointments, adhering to the daily departmental schedule.

2. Utilize waiting lists and tracking reports to schedule new and follow-up outpatient appointments, ensuring timely dispatch of clinic letters as per established protocols.

3. Coordinate with patients to negotiate appointment times, ensuring compliance with clinical team requirements and the Trust's booking policies.

4. Uphold high standards of customer service, serving as the primary contact for inquiries from patients, staff, and external entities.

5. Accurately interpret appointment requests based on clinical information and booking guidelines to ensure proper scheduling.

About Our Organization

Our core values - Service, Teamwork, Ambition, and Respect - are integral to our mission. These principles guide us in delivering exceptional services to our community, whether in the hospital, at home, or within the community.

Additional Responsibilities

6. Ensure all appointment requests are logged in the patient administration system and scheduled promptly.

7. Accurately enter RTT (referral to treatment) data into the patient administration system, following established guidelines.

8. Manage multiple appointments, ensuring patients receive timely and accurate information regarding their bookings.

9. Contact patients to finalize appointments and communicate any last-minute changes.

10. Coordinate necessary resources for various clinic appointments, ensuring availability at the time of booking.

A comprehensive list of duties can be found in the attached job description.

Candidate Profile

Qualifications

Essential

  • GCSEs or equivalent, including Mathematics and English.
  • NVQ Level 3 or equivalent experience in a relevant field.
  • Willingness to undergo training on NHS-specific IT systems.

Desirable

  • ECDL qualification or other formal IT training.
  • Familiarity with internet and intranet usage.

Experience

Essential

  • Proven administrative experience in a customer-focused environment.
  • Frontline customer service experience.

Desirable

  • Experience in healthcare appointment scheduling.
  • Familiarity with outpatient department operations.
  • Understanding of NHS organizational structure.

Skills

Essential

  • Ability to prioritize tasks and work independently.
  • Initiative to handle non-routine inquiries.
  • Proficiency in Microsoft Excel and Word, including accurate typing.
  • Ability to analyze data and generate relevant documentation.
  • Capacity to remain composed and helpful in a fast-paced environment.

Desirable

  • Ability to create and utilize reports across various Microsoft Office applications.

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