Clinical Office Coordinator, Obs. & Gynae.

Northumbria Healthcare NHS Foundation Trust; Chertsey; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Chertsey is hiring a Clinical Office Coordinator to provide administrative support to medical teams and manage patient pathways. Ideal candidates will have experience in medical administration and be proficient in using healthcare systems. The role emphasizes confidentiality, teamwork, and efficient service in a dynamic environment. Benefits include a robust pension scheme and opportunities for career development.

Benefits

Excellent pension scheme

On-site nurseries

On-site staff cafes

On-site parking

Support in career development

Salary sacrifice schemes

Qualifications

• Proven experience in an administrative role within a healthcare setting.
• Ability to handle sensitive information with confidentiality.
• Experience with patient management systems is preferred.

Responsibilities

• Provide administrative support to consultants and medical teams.
• Coordinate with the Patient Pathway Team to manage patient pathways.
• Ensure patient appointments and investigations adhere to Trust policies.

Skills

Communication skills

Organizational skills

Proficiency in medical software

Customer service skills

Teamwork

Education

Relevant administrative experience

Tools

LUNA

Millennium EPR (Cerner)

Evolve

Job description

Overview

The Clinical Office Coordinator will provide a comprehensive administrative service to the Consultants and their medical team, organise workload with the Consultants and Teams, and act as an essential point of contact for patients. The role involves coordinating with the Patient Pathway Team to actively manage pathways, bookings, and ensure timely investigations and results in line with Trust policies.

Responsibilities

• Provide a comprehensive administrative service to the Consultants and their Medical team.
• Organise the Consultants\' workload with the Teams, coordinating with other Clinical Office Administrative Co-ordinators to ensure an efficient service.
• Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialties.
• Work with all members of the Patient Pathway Team to actively manage pathways and ensure clinic/theatre bookings are made in line with the Trust\'s Access Policy.
• Exercise initiative and contribute to the organisation of the work.
• Fulfil the role of the Clinical Office Administrator as required.
• Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust to coordinate all elements of the patient pathway, including highlighting patient target dates to ensure investigations/diagnostics are carried out and results received in a timely manner.
• Monitor patients referred to other Trusts to ensure they do not breach 18 weeks, in conjunction with the Patient Pathway Team.
• Highlight potential breaches or delays in the patient\'s pathway to the Team Leader, Patient Pathway Team or Service Manager per escalation policy.
• Send out relevant appointment letters and cancel/rebook patient follow-ups as required.
• Check that all clinic letters are completed accurately and that outcomes are actioned and recorded (e.g., on Surrey Safe Care/Cerner).
• Monitor overbooking of clinics and arrange additional clinics to meet 18-week and cancer targets in conjunction with clinicians and Service Managers.
• Manage changes in clinic templates as directed by the Service Manager.
• Deal with patient queries effectively by telephone, letter, and email.
• Work as part of a team and adhere to strict deadlines.

• Using LUNA, the Millennium EPR (Cerner), LUNA, and Evolve systems to help manage the 18-week patient pathway and ensure changes notified by patients are recorded promptly.
• Provide a fast and accurate clinical correspondence secretarial/admin service with proficient use of appropriate software and systems.
• Undertake general office duties including filing and photocopying.
• Retrieval of medical records/investigation results and liaising with staff across patient services as necessary.
• Be the first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish priority.
• Deal with enquiries from patients, relatives, GPs, and external agencies while ensuring patient confidentiality.
• Ensure results are checked by the Consultant and filed in medical records or forwarded as required.
• Attend relevant departmental and Multidisciplinary Team meetings to provide secretarial services (booking venues, typing minutes, circulating agendas).
• Support training of new and temporary staff and provide guidance as appropriate.
• Exercise independent judgement to resolve problems or refer to the appropriate person.
• For tertiary referrals, provide the Inter Provider Transfer Minimum Data Set within 48 hours of referral.
• Chase responses to complaints within deadlines and forward to the correct party within the Trust.
• Participate in Progress & Development Reviews and maintain the Personal Development Folder in line with Agenda for Change.
• Coordinate and support clinics as required and participate in Trust training courses to maintain skills.
• Implement relevant Trust and Directorate policies and manage commitments with other trusts/organisations, notifying managers of planned leave for Consultants where necessary.
• Notify the Patient Pathway Team, Service Manager, and the Appointments Centre with advance notice (minimum 6 weeks) of any annual, study, or on-call duties by Consultants or junior doctors that affect service delivery.
• Train clinical staff in the use of dictating machines, clinic outcome forms, and other relevant protocols.
• Co-operate in the introduction of new technology and methods of working to support the administrative team.
• Establish good communication and liaison with other secretaries, medical staff, and departments and hospitals.
• Demonstrate a reassuring manner when dealing with patients and relatives, and maintain patient confidentiality at all times.
• Undertake all mandatory training required by the Trust and perform any other duties appropriate to the role.

General

Attend regular team meetings arranged by the Team Leader. Provide (minimum) 8am–4pm secretarial/admin cover from Monday to Friday within each specialty. Maintain a high standard of team work, meeting deadlines, and delivering accurate clinical correspondence using the Trust\'s systems.

Use the Trust systems (e.g., Millennium EPR/Cerner, LUNA, Evolve) to manage patient pathways and ensure changes notified by patients are recorded promptly. Support general office duties, including filing and photocopying, and respond to patient, GP, and external enquiries with confidentiality.

Establish good communication with other secretaries, medical staff, and departments, and participate in Trust training courses to maintain skills and knowledge.

Benefits

• Excellent pension scheme and annual leave entitlement
• On-site nurseries
• On-site staff cafes
• On-site parking
• Support in career development
• Salary sacrifice schemes including wage stream, lease cars, Cycle to Work schemes, and home electronics