Bookings Assistant

Cobalt; Cheltenham; On-site; GBP 25,000 - 30,000; Full time

Job summary

A medical charity in Cheltenham is looking for a Patient Services Coordinator to manage appointments and assist patients through the booking process. The role involves excellent communication, working collaboratively as part of a dedicated team. Applicants should have strong IT skills and ideally some experience in healthcare settings. The position demands meticulous attention to detail and the ability to maintain confidentiality within a busy office environment, with full-time hours at 37.5 hpw and shifts between 8am and 6pm.

Benefits

Continuous professional development

Collaborative work environment

Contributions to equipment and innovation in healthcare

Qualifications

• 5 GCSEs Grade A-C, including English and Maths.
• Experience in a busy office environment.
• Intermediate computer skills and familiarity with medical terminology.

Responsibilities

• Receive and assess referral documentation for diagnostic imaging appointments.
• Answer calls and emails sympathetically from patients and referrers.
• Monitor and maintain an efficient appointment system.

Skills

Excellent communication and interpersonal skills

Ability to work as part of a team

Meticulous approach to accuracy and detail

Excellent time management

Education

Minimum 5 GCSEs Grade A-C (including English and Maths)

Tools

Microsoft Office

Patient Administration System (PAS)

Job description

Overview

The bookings team is the first point of contact for patients and referrers; ambassadors of the charity presenting that all-important first impression.

Main duties of the job

You will be receiving calls from patients ready to book their MRI, CT, PET/CT, ultrasound or X‑ray scan appointment, helping them through the process offering reassurance and providing them with the information they will need. You will be operating a patient administration system, Soliton, to book appointments and so confidence in using IT systems is really important together with a willingness to learn new skills.

Job summary

Reporting to the team lead, you will be working as part of a complementary team of ten liaising with healthcare professionals and administrative colleagues across the charity. You will work by rotational shift covering hours between 8am and 6pm Monday to Friday. Full‑time 37.5hpw.

The skills, experience and knowledge required for this role are sound demonstrable educational background and qualifications, good IT skills, experience of working in a public service sector in a busy office environment. Experience of working within a healthcare setting would be beneficial.

About You

You will have excellent communication and interpersonal skills with a confident and pleasant telephone manner. You will enjoy being part of a team and working collaboratively. You will have a meticulous approach to accuracy and detail and able to maintain strict confidentiality. Your personality and manner will contribute to a harmonious and pleasant working environment.

About us

About Cobalt

Cobalt Health is a medical charity pioneering innovation in medical imaging diagnosis by investing in equipment, integrated research and education to improve outcomes for patients now and in the future.

I CARE our values - our culture - our purpose

Patient care is at the heart of all we do. We carefully select people who can show us how they share these same values and can contribute to a culture of respect, diversity, vision and a commitment to continuous learning and development.

Job description

Job responsibilities

Job Purpose: Provide first point of contact service for patients attending the Imaging Centre for diagnostic imaging services. To be collectively responsible for maintaining a quick, efficient and effective appointment bookings system.

Key Relationships: Cobalt staff team, mobile site staff, logistics, support engineers and patients.

Operational Duties

• Receiving and assessing referral documentation and, as appropriate, making appointments for patients attending for diagnostic imaging.
• Answer sympathetically and tactfully incoming and outgoing telephone calls, and e‑mail enquiries from patients and referrers regarding the services provided by Cobalt, taking appropriate action and referring on as necessary.
• Printing and dispatch of correspondence to patients, referrers and other healthcare professionals.
• Carry out and record patient safety screening procedure and ensure all relevant clinical information is obtained and recorded prior to appointment.
• Monitor and maintain an efficient appointment pending system through the Patient Administration System (PAS).
• Assist in providing a welcoming, smooth running and efficient Reception service to cover lunch breaks, annual leave/absence and on a rota basis on Saturdays and late night clinics.
• To liaise with the Radiology, Oncology and other healthcare professionals within the NHS and private sector in the course of administrative duties and to arrange patient appointments.
• Any other duties commensurate with the grade of this post as may be required.

Specific Duties

Any other duties in accordance with the level of the role.

Management of Resources

To assist with monitoring of supplies.

Monitor and maintain sufficient and appropriate supplies to support the department.

Teamwork

To work collaboratively with other departments within Cobalt.

Taking an active part in team meetings.

Champion the professional integrity of the organisation.

Adhere to corporate policy and procedure.

Advise and mentor staff members, particularly junior staff members.

Confidentiality

Under no circumstances either during or after the end of your employment (however it is terminated) may you divulge to any unauthorised person confidential information relating to the Charity. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.

Data Protection

If required to do so, to obtain, process and/or use information held on computer or other IT system in a fair and lawful way. To hold data only for specific registered purpose and not use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.

DBS Disclosure

All appointments are subject to a satisfactory initial DBS check by the Disclosure and Baring Service and satisfactory repeat checks, carried out in line with the policy in force at the time. Failure to disclose any convictions or cautions may result in the withdrawal of the post or termination of contract.

Equality and Diversity

It is the responsibility of all employees to support the Charitys vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or through the implementation of Equality & Diversity Strategies and Policies.

Health & Safety

In addition to any responsibilities specified within your job description above, it is your duty to: Take reasonable care of the health and safety of yourself and of the other people who may be affected by actions and omissions at work. Co‑operate with the employer in ensuring that all statutory and other requirements are complied with.

Infection Control

Make themselves aware of their responsibilities for infection prevention and control. Co‑operate with the employer in ensuring that infection prevention and control policies and procedures are complied with. Conduct hand hygiene in accordance with Cobalt policy, challenging those around you who do not.

Information Governance

You should be aware of all information governance policies and procedures, in order to ensure necessary safeguards are upheld for the appropriate use of patient and personal information. You are required to undertake the Data Protection training included in the NHS IT Governance Toolkit as instructed.

Personal Development

You are required to participate in the organisations annual appraisal scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed. You are expected to maintain competency, learn new techniques and technology as required and retain records of continuing professional development (CPD) to ensure continuity of membership to your professional organisation. All staff are encouraged to participate in training/activities that will help develop their wider skills and assist them in managing their personal welfare and be attentive to the welfare of colleagues. Completion of Cobalt Healths mandatory training programme.

The Environment and EMS

Cobalt is committed to protecting the local and global environment and supporting the development of the concept of sustainable healthcare. To help achieve these aims Cobalt has developed an Environmental Management System (EMS) to proactively manage the charitys impact on the environment, and you have a crucial role to play within in this. In addition to attending training and any responsibilities specified within your job description above, you are required to familiarise yourself with Cobalts EMSand policies, to understand and contribute to the achievement of Cobalts environmental objectives and targets, and to provide feedback through line management or CSR Champions.

Person Specification

Skills and abilities

Essential

• Excellent communication and interpersonal skills
• Ability to communicate with all grades of clinical staff
• Ability to work as a member of a team and contribute to and maintain a harmonious and pleasant working atmosphere at all times
• Meticulous approach to accuracy and detail
• Excellent time management and ability to prioritise workload
• Ability to maintain strict confidentiality
• Maintain a professional manner and appearance at all times
• Methodical and well organised
• Collaborative working ethic
• Innovative creative thinking, open‑minded flexible attitude
• Respectful of others
• High level of professional integrity
• Motivated commitment to continuing professional development

Qualifications

Essential

• Minimum 5 GCSEs Grade A‑C (or equivalent) to include English
• and Maths
• Evidence of good skills in written and spoken English
• Evidence of good IT literacy and word processing ability

Desirable

• ECDL or equivalent

Experience

Essential

• Intermediate computer skills
• Knowledge/familiarity with medical terminology
• Experience of working within a busy Reception/office environment

Desirable

• Knowledge of medical records systems
• Experience of Carestream Radiology Information System
• Experience of working with healthcare professionals

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.

Employer details

Employer name

Cobalt

Address

Linton House Clinic

Thirlestaine Road

Cheltenham

Gloucestershire

GL53 7AS

Employer's website

https://www.cobalthealth.co.uk/ (Opens in a new tab)