Outpatient Clinic Coordinator

**Outpatient Clinic Coordinator**

Your World Healthcare are currently recruiting for an experienced Medical Administrator/Coordinator/equivalent to join our healthcare client’s team as an Outpatient Clinic Coordinator to assist in the smooth, efficient, and effective running of their service.

**Location**: Harrow

**Position Type**:Temporary

**Duration of Assignment**:Expected to last for up to 3 months, however, possibly may be longer

**Hours per week**:37.5 hours per week (shift pattern 9am 5pm Monday to Friday)

**Hourly Pay Rate**:£10.69 PAYE inclusive of holiday pay or £12.10 Umbrella

**Start Date**:ASAP

**Main Responsibilities**

Clinic Management:

- To manage designated clinics in line with agreed clinic profiles, reducing over-booking and ensuring that patient numbers are adjusted to clinician availability.
- To liaise with the responsible clinician to provide regular updates regarding the status of their clinic profiles, in an agreed format.
- To use a variety of systems to monitor clinics and clinician availability e.g., PAS, safe staffing
- To provide a high standard reception service and general administrative support to designated outpatient clinics, being a first point of contact to patients.
- To identify all patient AIS requirements and record the data accurately on the Trust’s electronic system.
- Ensure clinic digital screens and whiteboards are updated with the correct and most recent information.
- Accurately record the patient’s attendance in clinic and time of departure.
- Register patient details on the electronic system as they arrive at the A&E desk.
- To process notes in the A&E department in the timeframes required.
- Record outpatient outcomes updating Referral to Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.
- To book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments, including the booking centre and the call centre.
- Ensure follow up appointments are booked according to agreed Key Performance Indicators and in line with treatment protocols.
- To provide patients with up-to-date information relating to waiting times in clinic.
- Ensure all appointment cancellations and alterations are correctly recorded and highlight any issues identified with appointment bookings to clinicians working in accordance with the Trust’s Access Policy.
- Ensure all clinics are 'cashed’ accurately and promptly on electronic administration systems within agreed Key Performance Indicator standards.
- Track all patient Health Records appropriately to the relevant service, using the electronic case note tracking system.
- To liaise with the clinical and nursing teams working in clinics to keep them informed of any problems that may impact on the running of the clinic and ensure clinic capacity and resources are optimised.
- Ensure patient information is obtained and recorded on Trust electronic systems and that this is checked regularly and updated both electronically and in the patient’s health record, as evidenced through data quality audits.
- Prepare notes for clinic and transport to and from clinics as required.

Clerical Duties:

- To adhere to all agreed Key Performance Indicators for data quality, providing exception reports where these are not met.
- Respond to telephone enquiries from patients and staff promptly and in a courteous and professional way, adhering to service guidelines and standards. It is expected to deal with concerns as appropriate to maintain the efficiency of the service.
- Respond accurately to patient queries regarding their treatment pathway, explaining in simple terms where required, referring to relevant colleagues were required.
- To arrange transport bookings for patients as necessary.
- To book translators for patients where required and provide correspondence to patients in the most appropriate format in line with Accessible Information Standards (AIS).
- Provide administrative support for clinicians where required.
- Ensure letters, reports and results and filed accurately within patient health records.

**Person Specification - Experience and Skills**
- Experienced Medical Administrator/Coordinator/equivalent within relevant NHS (highly preferred), Hospital or Private Healthcare experience
- Experience of managing clinics/similar and booking appointments preferably using PAS (Patient Administration System)
- Experience of working with a patient management database system (preferably within the NHS) or equivalent patient management database with the ability to learn quickly (if training is offered)
- Good administrative skills with attention to detail
- Competent usage of MS Office Applications including excel, word, outlook
- Proactive with a flexible approach
- Appropriate handling of sensitive/confidential information

**Requirements**:
To commence employment as an Outpatient Clinic Coordinator via Your World Healthcare, if successful; you must be fully registered and compliant via Your World Healthcare in the first instance.