Clinic Management Co-ordinator | Epsom and St Helier University Hospitals NHS Trust

Epsom and St Helier University Hospitals NHS Trust; Carshalton; On-site; GBP 25,000 - 35,000; Full time

Job summary

A UK healthcare provider seeks an enthusiastic individual to join their clinic management team. The role involves monitoring outpatient parameters, managing clinic cancellations, and ensuring high standards of patient care. Responsibilities include processing requests for clinic templates, coordinating resources, and liaising with various teams to resolve capacity issues. Candidates should be detail-oriented and focused on improving patient experiences. This position closes on 23 September 2025.

Responsibilities

• Process changes to outpatient template requests and add new templates.
• Receive and process clinic cancellation requests.
• Maximise clinic slots and resources for utilisation.
• Act as clinic broker for Trust clinic rooms.
• Schedule patients according to NHS waiting time principles.
• Monitor lost capacity and devise improvement strategies.
• Coordinate ad hoc clinic requests with multi-disciplinary team.
• Maintain and update clinic timetables.
• Assist in rollout of electronic room booking systems.
• Prepare and collate statistical reports.

Job description

Overview

The Patient Services Division is seeking an enthusiastic person to join the clinic management team. The postholder will be part of a team responsible for monitoring and reviewing outpatient parameters, including clinic template management, processing requests for additional clinics, and managing clinic cancellations. The role includes ensuring capacity and activity are balanced and escalating issues to the team lead. The post holder will coordinate outpatient capacity and resources between the booking team and frontline clinic staff and liaise with the team leader to advise Divisional colleagues of capacity issues and create and coordinate extra capacity when required. The post holder will be an expert on the non-admitted and diagnostic 18 week pathway with reference to The Trust Access Policy, ensuring patients are treated as quickly as possible and liaising with RTT trackers and booking centre colleagues to ensure fair and equitable bookings along the pathway. They will maintain high standards of patient care and client satisfaction by being an accessible, knowledgeable, and client-focused point of contact within the Central booking team and for clinicians.

Responsibilities

• Process all changes to outpatient template requests and add new permanent or ad hoc templates, ensuring appropriate Divisional and Outpatient management authorisation exists.
• Receive and process all Trust requests for clinic cancellations, ensuring Divisional and outpatient authorisation has been given. Liaise with trackers and the 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 to maximise clinic utilisation. Ensure slots are converted to appropriate follow-up categories where applicable (e.g., new to follow-up).
• Act as clinic broker for all Trust clinic rooms, ensuring resources are booked and all parties informed to ensure smooth running of service and maximise all Trust clinic room resources.
• 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 RTT, Cancer Waits), expediting patient pathways where necessary. Ensure cancellations are rescheduled and recorded in accordance with Trust policy.
• Monitor lost capacity and devise improvement strategies for the whole team.
• Coordinate ad hoc clinic requests for main Outpatient services and liaise with the multi-disciplinary team (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 information is up to date and relevant.
• Assist in the rollout of electronic room booking systems for Outpatients.
• Assist in the production and distribution of 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 input to databases in conjunction with Trust requirements.

This advert closes on Tuesday 23 Sep 2025