Outpatient Clinic Coordinator

Moorfields Eye Hospital NHS Foundation Trust; City of Westminster; On-site; GBP 60,000 - 80,000; Full time

Job summary

An NHS Trust is seeking a dynamic clinic coordinator to manage outpatient appointments and provide excellent patient service. This 12-month fixed-term contract requires effective communication with stakeholders and a proven record in a similar NHS role. The successful candidate will handle scheduling, ensure data accuracy, and promote a positive clinic experience. Ideal for someone committed to patient care and excellence, this role offers opportunities for skill development and competitive benefits.

Benefits

High-Cost Area Supplement

NHS Pension Scheme

Free counselling service

Learning and development opportunities

Discount schemes

Free Pilates classes

Qualifications

• Experience in a similar role within the NHS.
• Proven track record in managing appointments effectively.
• Commitment to providing high-quality patient care.

Responsibilities

• Manage clinic operations and appointments effectively.
• Ensure customer service excellence for patients.
• Coordinate with clinicians to maintain clinic schedules.

Skills

Customer service

Communication

Administrative skills

Data entry

Job description

Overview

This is a 12 month fix-term contract role to cover maternity leave from February 2026. We are looking to recruit a dynamic and enthusiastic clinic co‑coordinator, the successful candidate will have worked in a similar role within the NHS and have a proven track record of delivering successful outcomes in a fast‑paced environment, including converting enquiries into outpatient appointments. You will be confident in communicating with stakeholders at all levels, in person and by telephone/email and be committed to delivering excellent customer service.

Key Responsibilities

• Provide effective clinic management, reducing over‑booking of clinics and ensuring a positive experience for patients.
• Provide a professional, comprehensive and efficient reception and administration service to the Trust's outpatient clinics based at Moorfields, City Road.
• Promote a positive image of the Trust's outpatient services through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patient care first.
• Ensure high standards of data entry and quality are achieved and sustained across all services, in both paper and electronic record‑keeping.
• Ensure adherence to the Trust's Access Policy at all times.
• Work as part of a large administrative team and provide cross cover as and when required.
• Actively reduce the number of hospital appointments not attended by confirming follow‑up appointments with patients face‑to‑face where possible.
• Manage designated clinics in line with agreed clinic profiles, reducing over‑booking and ensuring that patient numbers are adjusted to clinician availability.
• Liaise with the responsible clinician to provide regular updates regarding the status of their clinic profiles, in an agreed format.
• Use a variety of systems to monitor clinics and clinician availability e.g. PAS.
• Provide a high standard reception service and general administrative support to designated outpatient clinics, being a first point of contact to patients.
• Identify all patient AIS requirements and record the data accurately on the Trust's electronic system.
• Ensure clinic digital screens and whiteboards are updated with the correct and most recent information.
• Accurately record the patient's attendance in clinic and time of departure.
• Record outpatient outcomes updating Referral To Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.
• Book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments.
• Ensure follow‑up appointments are booked according to agreed Key Performance Indicators and in line with treatment protocols.
• Provide patients with up‑to‑date information relating to waiting times in clinic.
• Ensure all appointment cancellations and alterations are correctly recorded and highlight any issues identified with appointment bookings to clinicians working in accordance with the Trust's Access Policy.
• Ensure all clinics are "cashed" accurately and promptly on electronic administration systems within agreed Key Performance Indicator standards.
• Track all patient Health Records appropriately to the relevant service, using the electronic case note tracking system.
• Respond to appointment requests and other queries via email from clinicians promptly.
• Liaise with the clinical and nursing teams working in clinics to keep them informed of any problems that may impact on the running of the clinic and ensure clinic capacity and resources are optimised.
• Ensure patient information is obtained and recorded on Trust electronic systems and that this is checked regularly and updated both electronically and in the patient's health record, as evidenced through data quality audits.
• Maintain a good knowledge of RTT and apply this to appointment bookings where appropriate.
• Prepare notes for clinic and transport to and from clinics as required.

Qualifications and Employment Conditions

Due to the nature of this position, employment is subject to proof of eligibility to work in the UK, completion of a satisfactory DBS disclosure and two references.

Moorfields is a flexible working friendly organisation, and we are committed to helping our employees achieve a work‑life balance that is beneficial for health and wellbeing, motivation levels and job satisfaction. Every employee of the Trust has the right to request to work flexibly. Please speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

Our commitment to equality, diversity and inclusion is at the heart of our organisational culture. As part of our pledge to take positive action in recruitment we encourage applications from under‑represented candidates including BAME (Black, Asian and Minority Ethnic) and Disabled candidates as we work towards a representative workforce that is able to provide the quality, dignity and respect and to deliver above and beyond.

Benefits

• Salary including High-Cost Area Supplement
• Opportunity to join the NHS Pension Scheme
• Free 24/7 independent counselling service
• Learning and development opportunities
• Easy and quick transport links
• A range of attractive benefits and discounts
• Access to Blue Light Card and other NHS Discount Schemes
• Free Pilates classes
• Full support and training to develop your skills

And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.