Clinic Administrator

The Christie NHS Foundation Trust; Manchester; On-site; GBP 22,000 - 28,000; Full time

Job summary

The Christie NHS Foundation Trust in Manchester is seeking a Clinic Administrator to provide high-quality administrative support to referrals and outpatient activity. You will manage bookings, patient data and support clinicians with clinic templates and changes.

You will identify capacity, waiting-time and service issues, prioritise clinical need and communicate with patients and staff to maintain waiting times and service standards.

Qualifications

• Strong administrative experience and excellent communication skills.
• Ability to manage referrals, appointments and patient data accurately.
• Willingness to learn, take initiative and work well in a team.

Responsibilities

• Register and scan new referrals within 24 hours on CareFlow and CWP.
• Organise patient appointments and support clinic templates.
• Monitor waiting times and escalate risks to management.
• Communicate changes to staff and patients with empathy.
• Provide cover and training support for new staff.

Skills

Administrative skills

Communication skills

Attention to detail

Patient-focused

Tools

CareFlow

CWP

Job description

An exciting opportunity has arisen for a motivated individual to join the Referrals & Bookings team as a Clinic Administrator. You will provide a high-quality, patient-focused administrative service, ensuring new referrals and outpatient activity are managed effectively and within required waiting times. You will organise appointments, maintain accurate patient information and support clinicians with clinic templates and changes. You will also identify and escape capacity, waiting time and service issues in line with policies and procedures. This is a busy and varied role requiring excellent administration and communication skills. You will need to be enthusiastic, willing to learn, able to use your initiative and work effectively as part of a friendly, collaborative team. The service operates Monday to Friday, 8am-6pm, with occasional Saturday shifts, 9am-1pm, for which enhanced rates apply.

• Register and scan new referrals within 24 hours and maintain accurate patient information on CareFlow, CWP and other relevant systems.
• Organise patient appointments and support clinicians with clinic templates, including cancellations, reductions, additional and ad hoc clinics.
• Liaise with referring Trusts regarding outstanding patient reports and Minimum Data Set requirements.
• Monitor patients approaching or exceeding accepted waiting times, prioritising clinical need and taking appropriate action.
• Escalate capacity, waiting-time, service risks and concerns promptly to the Assistant Service Manager in line with procedures.
• Communicate clinic and appointment changes promptly to relevant staff.
• Provide professional and empathetic communication with patients, relatives, staff and external stakeholders, adapting communication to individual needs.
• Undertake general administrative duties, including correspondence, filing, referral registration and appointment booking.
• Work autonomously and collaboratively, prioritising urgent matters and supporting colleagues when demand varies.
• Maintain knowledge of Health Records systems, CareFlow, RTT and Cancer Standards and work within Trust policies.
• Provide cover, support training of new staff and undertake other duties appropriate to the role.

The Christie is one of Europe's leading cancer centres, looking after more than 64,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 25% patients are referred to us from other parts of the country. We are the largest radiotherapy provider in the NHS with one in 20 treatments delivered at The Christie. We have up to 15 linear accelerators operating across our network of sites. We operate the largest chemotherapy unit in the UK on our main site and treatments are also provided at 13 other networked sites, and in patients homes. And as a specialist tertiary surgical centre, we focus on rare cancers, complex procedures, and multidisciplinary approaches to cancer surgery, specialising in colorectal, peritoneal, gynaecological, urological and plastic surgery. We are also an international leader in research, with world first breakthroughs for over 100 years. We have been named by the UK's National Institute for Health Research (NIHR), as one of the best hospitals providing opportunities for patients to participate in clinical research studies, with more than 800 studies open at any time, caring for over 3,000 patients. To support outpatient activity through the provision of a high-quality, patient/customer-focused service. To ensure all new referrals are managed effectively and within maximum waiting times in line with standard operating procedures and policies. To contact patients directly to organise appointments, ensuring effective communication and reasonable notice. To process requests for clinic cancellations and reductions within one working day of receipt. To identify and escape capacity issues, service risks and concerns to Senior Management and/or the appropriate Consultant in line with policies and procedures.

• Register all new referrals within 24 hours and scan onto CareFlow and CWP, maintaining accurate patient information and case note tracking records.
• Work with clinicians to manage clinic templates, including appointment changes, cancellations, reductions, additional streams and ad hoc/new clinics.
• Liaise with referring Trusts regarding outstanding patient reports in line with Minimum Data Set requirements.
• Undertake administrative duties including correspondence, filing, referral registration and appointment bookings.
• Identify patients waiting beyond accepted timescales, prioritising clinical needs and taking appropriate action.
• Escalate capacity issues, waiting-time risks, service concerns and risks promptly to the Deputy Service Manager in line with procedures.
• Communicate clinic and appointment changes promptly to relevant staff.
• Coordinate with other Clinic Administrators to manage variations in demand and support a one-team approach.
• Communicate with patients, relatives, staff and external stakeholders professionally, empathetically and appropriately, adapting communication where required.
• Organise own workload, prioritise urgent matters and work autonomously and as part of a team.
• Maintain knowledge of Health Records systems, CareFlow, RTT and Cancer Standards and work within Trust policies.
• Provide cover, support new staff training and undertake other duties appropriate to the role.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification as the demand of the service dictates.