Cardiology Outpatient Administrator

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 22,000 - 30,000; Full time

Job summary

Join a dynamic Outpatient Administration team in a prestigious healthcare setting where your skills in customer service and communication will shine. As a full-time Outpatient Administrator, you will play a vital role in ensuring smooth patient journeys by coordinating appointments, providing essential information, and maintaining high standards of service delivery. This position offers a unique opportunity to contribute to patient care in a challenging yet rewarding environment, with full training provided to help you succeed. If you are motivated, detail-oriented, and eager to support a dedicated team, this role could be the perfect fit for you.

Qualifications

• Good educational background with 6 GCSEs or equivalent.
• Experience with MS Office and ability to work in a team.

Responsibilities

• Coordinate patient requests for clinical procedures efficiently.
• Maintain high customer service standards and assist with appointments.
• Ensure timely triage of outpatient referrals from GPs.

Skills

Customer Service

Communication Skills

MS Office

Attention to Detail

Teamwork

Diary Maintenance

Medical Terminology

IT Qualifications (ECDL)

Education

6 GCSEs grade C or above or equivalent

Tools

Datacam/Solus

Microsoft Access

Microsoft Excel

Microsoft PowerPoint

Job description

Band 5 Nurse and Band 2 Healthcare Support Worker recruitment is centralised, meaning when you apply you will be considered for a number of roles across the Trust. If you have any questions please email: [e-mail].

Job overview

We are looking for 1 full time Outpatient Administrator to join our friendly Outpatient Administration team in the Oxford Heart Centre. Applicants will be customer focused, flexible, motivated and pro-active with the ability to support the immediate team and wider directorate. This post will be both very challenging and interesting, and attention to detail is required.

Personal and team development is encouraged and supported and the post holders will be motivated, reliable and flexible. NHS experience is desired, but not essential as full training will be given.

Main duties of the job

• Communicate politely and effectively with enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients or imaging services.
• Convey any changes to appointments sensitively with clear explanations for movement.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner. Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Participate in all mandatory training including all training regarding 18-week patient pathways management.
• Provide full clinic preparation for patient notes. Liaise with medical records and staff within the hospital to ensure that all notes and referral letters are available for clinic at least 24 hours before clinic, including all necessary information for the appointment (last letter, diagnostic results).
• Coordinate requests from patients, carers and healthcare workforce staff to book clinical procedures in isolation or in combination with other procedures or outpatient consultations.

Detailed job description and main responsibilities

• Key Responsibilities: Coordinate requests from patients, carers and healthcare workforce staff to book clinical procedures in isolation or in combination with other procedures or outpatient consultations.
• Liaise with multidisciplinary team to assist the prioritisation of clinical procedures. Book procedure arrangements into EPR and other systems at times appropriate to individual patient request, clinical priority and procedure & electro-medical equipment availability.
• Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys for multiple procedures.
• Maintain high levels of customer service at all times delivering compassionate excellence.
• Provide appropriate information and instructions to patients and carers and healthcare staff regarding a range of cardiac physiology clinical procedures.
• Enter relevant clinical and demographic information into clinical database system (Datacam/Solus) or other PC based systems (E.G. Microsoft Access/Excel).
• Sort incoming post and take appropriate action.
• Use knowledge of National and local waiting-time standards and liaise with clinical staff to ensure breach does not occur.
• Use appropriate EPR functions to locate and list patient appointment arrangements.
• Arrange patient transport/translators where appropriate in line with Trusts protocol.
• Ensure full patient clinic lists are updated and generated a minimum of 24 hours prior to clinic.
• Deliver for review all outpatient referrals from GPs on the E-Referral system, working with clinical teams to ensure that timely triage of these referrals is undertaken.
• Booking all diagnostic tests requested in line with the clinic rules, patient needs and Consultant requirements.
• Using the hospital EPR system to obtain and return health records for authorised users from various departments within the hospital.
• Contribute to the development, maintenance and implementation of local policies and operating procedures.

Person specification

• *Qualifications - Good basic educational background (e.g. 6 GCSEs grade C or above or equivalent).
• *Experience - Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent) Diary Maintenance.
• *Skills - Ability to prioritise.
• Able to work independently and as a member of a team.
• Flexible approach to teamwork and working hours.
• *Communication Skills - Reliable and organised.
• Paying attention to detail.
• Hard working and ability to work to deadlines.
• *Qualifications - IT qualifications ECDL either taken or working towards Database/spreadsheet skills.
• *Experience - Medical terminology.
• Willingness to develop computer technology skills.
• NHS experience.
• Excellent communication skills both written and verbal.
• *Skills - Evidence of team working.
• Evidence of team building.
• *Communication Skills - Evidence of interacting with a wide range of people.
• Excellent interpersonal skills.