Clinical Office Administrator, Oral Maxillofacial Surgery Orthodontics

NHS Jobs; Ashford; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Jobs is seeking an Clinical Office Administrator for the Oral Maxillofacial Surgery Orthodontics department. You will coordinate outpatient appointments, liaise with the Appointments Centre, and ensure timely follow-up and outcomes are logged in the Millennium EPR system.

duties include sending letters, updating wait lists, and providing cross-cover support. Training and adherence to Trust policies are essential.

Qualifications

• Experience facilitating outpatient appointments and care pathways.
• Ability to communicate with patients clearly and empathetically.
• Follows Trust procedures and escalation policies.

Responsibilities

• Liaise with patients to book, cancel, and rebook outpatient appointments or procedures.
• Coordinate with the Appointments Centre for first outpatient bookings.
• Manage follow-up appointments when results are known and available.
• Send appointment letters and cancel or rebook as needed.
• Check clinic letters for accuracy and record outcomes in Millennium EPR.
• Raise potential delays in the patient pathway to the Team Leader or Service Manager.
• Provide cross-cover to Orthodontic Department during leave or as required.
• Complete mandatory training as required by the Trust.

Skills

Patient coordination

Appointment booking

Administrative support

Education

Healthcare administration experience

Tools

Millennium EPR

FDP

Job description

Clinical Office Administrator, Oral Maxillofacial Surgery Orthodontics

To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates. To liaise with the Appointments Centre regarding first outpatient clinic appointment bookings. To ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment. To be responsible for sending out relevant appointment letters and cancelling or rebooking patients appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Millenium EPR. Checking and correcting uncashed clinic outcomes on Millennium EPR. Using FDP daily, to liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales. To validate and actively manage specialty waiting lists forsome in-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. Demonstrate an understanding and reassuring manner when dealing with patients and their relatives. Providing administrative cross cover to the Orthodontic Department during periods of annual leave or as required. Undertake all mandatory training as required by the Trust. Any other duties relevant to the above tasks.