Clinic Co-Ordinator

Cardiff and Vale University Health Board; Cardiff; On-site; GBP 60,000 - 80,000; Full time

Job summary

A prominent healthcare organization is looking for an Administrative Support role in Cardiff, Wales. This position involves managing outpatient clinics, preparing patient records, and performing general reception duties. The ideal candidate will be responsible for scheduling appointments and handling patient inquiries. A commitment to inclusivity and the ability to liaise with various departments is essential. Candidates are encouraged to apply in Welsh, and early applications are recommended due to a high volume of submissions.

Responsibilities

• Prepare outpatient clinics and folders, ensure all test results are present on patient records.
• Arrange follow-up appointments as necessary.
• Attend clinical meetings with medical and nursing staff.
• Deal with telephone enquiries appropriately.
• Perform general reception duties, receive patients, check details, and handle enquiries.

Job description

Responsibilities

1. Prepare outpatient clinics and folders, trace medical/dental records as necessary and ensure, through critical examination of individual patient records, that all investigations and test results are present on the patient’s record prior to the clinic.
2. Arrange follow‑up/recall appointments as necessary.
3. Attend clinical meetings with medical and nursing staff as directed.
4. Deal with telephone enquiries appropriately.
5. Undertake general reception duties: receive patients, check personal and demographic details, amend the Patient Master Index where necessary and handle general enquiries.
6. Administer non‑clinic attendances and outpatient procedures as per the local procedures manual.
7. Manage outpatient procedures as per the local procedures manual.
8. Add patients to appropriate waiting lists, monitor these regularly and highlight to the patient access facilitator any discrepancies in achieving and maintaining the WAG performance targets.
9. Liaise with other departments/offices as necessary, e.g. Appointments Helpline, New Appointments Office, Emergency Unit.
10. Ensure that, by liaising with the clinicians (consultant or lead nurse), patients are re‑assigned to future clinics within the agreed booking rules and parameters when clinics are blocked or cancelled.
11. Maintain confidentiality of information (which may include information regarding patients, staff, family and friends) at all times.
12. Arrange transport for those follow‑up patients who require it, liaising with the Ambulance Office where appropriate.
13. Cover other clinics within the department and prepare outreach clinics as appropriate.
14. Deal with patients’ complaints and concerns with tact, diplomacy and empathy in line with the Health Board and local procedures.
15. Take action on ‘Did Not Attends’ (DNAs) as directed by the clinicians and Health Board policy.
16. Be responsible for over‑booking clinics in line with local procedures.
17. Handle outpatient telephone calls.
18. Enter non‑clinic attendances (e.g. colposcopy) into the PMS.
19. Complete statistical returns relating to patients and patient questionnaires as required.
20. Appoint new patients as necessary.

Application Guidance

We are committed to promoting inclusion, where all staff have a sense of belonging. We welcome applications from everyone and recognise the need for our workforce to represent the diversity of the population we serve. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect and where diversity is celebrated.

Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.

Due to the high volume of suitable applications we reserve the right to close this vacancy after 24 hours, therefore early applications are encouraged.

To work in the UK, candidates who are not UK or Republic of Ireland nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless they have permission to work via another route. Non‑UK/RoI candidates wishing to apply should self‑assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If eligible for the Health and Care visa, application costs are lower and a payment for the annual Immigration Health Surcharge is not required.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.