Clinic Management Co-ordinator

Epsom and St Helier University Hospitals NHS Trust; England; On-site; GBP 32,000 - 35,000; Full time

Job summary

A healthcare provider in the UK is seeking an enthusiastic individual to join their clinic management team. The successful candidate will be responsible for managing outpatient clinic templates, processing clinic requests, and ensuring high levels of patient care. The role involves coordinating with various teams to balance clinic capacity and monitor patient pathways. A strong background in NHS services, excellent organisational skills, and computer literacy are essential.

Qualifications

• Knowledge of NHS service provision including the pathway of care.
• Experience of patient administration work in a healthcare setting.
• Knowledge of healthcare administrative systems and processes.

Responsibilities

• Process changes to outpatient template requests.
• Manage clinic cancellations and liaise with trackers.
• Maximise clinic space and resources.

Skills

Prioritisation

Customer care experience

Computer literacy

Education

Good general education with GCSE in English at grade C or above

Tools

PAS

Excel

Job description

Job Summary

The Patient Services Division is seeking an enthusiastic person to join the clinic management team. The postholder will be part of a team who are responsible for monitoring and reviewing outpatient parameters. Tasks will include being responsible for clinic template management, processing any requests for additional clinics and managing clinic cancellations.

Main duties

To be part of a team who are responsible for monitoring and reviewing Outpatient parameters. The team are responsible for all clinic template management in the Trust and for processing any requests for clinic cancellations, ensuring capacity and activity is balanced and escalating any issues to the team leader. The post holder will continuously ensure all outpatient capacity and resources are identified and co-ordinated between the booking team and the front line clinic staff. They will continuously liaise with their team leader to ensure Divisional colleagues are advised of capacity issues, and will take instruction to create and coordinate extra capacity.

About Us

The post holder will be an expert on the non-admitted and diagnostic 18 week pathway with reference to The Trust Access Policy. They will ensure all patients are being treated as quickly as possible, and liaise with the RTT trackers and their booking centre colleagues to ensure patients are being booked fairly and equitably along their pathway. The post holder will ensure high levels of patient care and client satisfaction by being an accessible, knowledgeable and client focussed point of contact within the Central booking team and will ensure clinician satisfaction by being a customer focused and knowledgeable point of contact.

Details

Date posted: 09 September 2025

Pay scheme: Agenda for change

Band: Band 4

Salary: £32,199 to £34,876 a year Pa incl HCAS Outer pro rata

Contract: Permanent

Working pattern: Full-time

Reference number: 343-7242378-FM-SC-VCG

Job locations: St Helier Hospital, Wrythe Lane, Carshalton, SM5 1AA

Job Description

Job responsibilities

• Process all changes to outpatient template requests and add new permanent or ad hoc templates, ensuring appropriate Divisional and Outpatient management authorisation is given.
• Receive and process all Trust requests for clinic cancellations, ensuring that Divisional and outpatients authorisation has been given. Liaise with trackers and Team leader to ascertain the impact on RTT, and advise on corrective action.
• Constantly look for ways to maximise clinic slots and clinic rooms and other resources in order to maximise clinic utilisation. Ensure slots are converted to e.g., follow up from new if appropriate.
• To act as clinic broker for all Trust clinic rooms, ensuring all resources are booked and all parties informed to ensure smooth running of service and maximising all Trust clinic room resource.
• To schedule patients in accordance with principles and target waiting times as set out in the NHS Constitution and Health and Social Care Bill 2011 (e.g. 18 Week Referral to Treatment, Going Further on Cancer Waits etc.), expediting patient pathways where necessary. Ensure cancellations are rescheduled and recorded in accordance with Trust policy.
• Monitor lost capacity and devise improvement strategies for whole team
• Co-ordinate ad hoc clinic requests for main Outpatient services, and liaise with the multi-disciplinary team to include General Managers, Heads Nursing, Service managers, Divisional specialty admin staff, OP matron and OP sisters
• Populate, maintain, and update clinic timetables in liaison with the Op sisters and service manager to ensure that the information available is the most up to date and relevant.
• Assist in the rollout of electronic room booking systems for Outpatients.
• Assist in production and distribution of the standing and Ad hoc reports
• Assist in the monitoring and auditing of charging schedules from NHS properties regarding offsite clinics
• Prepare and collate statistical information as required and to input to database if appropriate, in conjunction with Trust requirements.

Person Specification

Knowledge
Essential

• Knowledge of NHS service provision including the pathway of care
• Knowledge of healthcare administrative systems and processes
• Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications
• Knowledge of confidentiality and data protection principles

Skills
Essential

• The ability to prioritise tasks effectively without direct supervision
• Experience dealing with customer complaints and customer care
• Computer literate, with experience of using a keyboard

Experience
Essential

• Experience of using a full range of IT/Patient administration systems
• Experience of patient administration work in a healthcare setting

Desirable
Essential

• A minimum of one year\'s experience working in a similar role in a hospital/health care setting.

Qualifications
Essential

• Good general education with GCSE or equivalent in English at grade C or above.

Desirable
Essential

• NVQ level 3 in business administration or customer care or equivalent

Other

Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a submission for Disclosure to the Disclosure and Barring Service may be required.

Employer details: Epsom and St Helier University Hospitals NHS Trust, St Helier Hospital, Wrythe Lane, Carshalton, SM5 1AA. For more information, see the employer website: https://www.epsom-sthelier.nhs.uk/work-for-us