Outpatient Clinic Utilisation Co-ordinator

Liverpool University Hospitals NHS Foundation Trust; Grimsby; On-site; GBP 26,000 - 27,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking an Outpatient Clinic Utilisation Co-ordinator to optimise clinic templates and slot conversions, ensuring maximum utilisation of clinic appointments across LUHFT.

The role involves reviewing templates, coordinating with clinicians and local management, and providing accurate utilisation information to support service provision while ensuring patients are seen within targets and that records are maintained for bookings.

Qualifications

• NVQ 3 /equivalent.
• Experience in outpatient/booking environment.
• Working knowledge of hospital information/administration systems.

Responsibilities

• Lead responsibility for booking referrals for outpatient appointments on the PAS in accordance with NHS e-Referral.
• Understand prioritisation and escalate urgent requests to the clinical team.
• Process and prioritise scheduling of outpatient appointments based on clinical urgency and waiting times.
• Follow policy for DNA appointments.
• Liaise with GP practices and other health professionals as required.
• Monitor clinics and waiting lists and highlight breaches and wait times.
• Monitor and maintain existing clinic templates and agree slot conversion rules with clinicians and management.
• Build clinic templates in line with Trust procedures.
• Supervise other administrative staff when needed.
• Provide up-to-date information to the operational team.

Education

NVQ 3 /equivalent

Job description

Liverpool University Hospitals NHS Foundation Trust

Outpatient Clinic Utilisation Co-ordinator

The closing date is 13 November 2026

Undertake reviews of all clinic templates and agree and apply slot conversion rules with Cliniciansand local managementMake best use of all available clinic appointments to ensure maximum utilisation for all clinicswithin the areaEnsure all patients are seen within government and local waiting time targets and service ismanaged in accordance with legislation, policies and guidelines to meet the overall objectives ofLUHFT.

Main duties of the job

• To review all existing clinic templates using agreed template change requestprocedures and agree slot conversion rules with Clinicians and local management
• To provide relevant, up to date and accurate information to local management andClinicians on utilisation of clinic appointments and available slots.
• To assist in solving change requirements for clinic and available capacity. Helpidentify a range of options and draw appropriate conclusions in partnership with localmanagement colleagues.
• Provide a first class booking service to patients and service users.
• Ensure that the healthcare records are maintained and that documentation is available for clinicappointments that have been booked within two days of the clinic date.
• Work collaboratively with other professionals and agencies to ensure patient needs are met inrelation to service provision.
• Communication.
• To meet weekly with Out Patients and Medical Records staff to update on progress and agreechanges.
• Maintain regular contact with Clinic Clerks/Reception staff in ensuring they are aware of up to dateclinic lists for preparation of clinics.
• Ensure case notes are available in timely manner for patients booked within two days of clinic date.
• Telephone patients and arrange a mutual date for their appointment, book appointment and sendout appointment letter and appropriate literature to the patient.
• Contact patients to offer late availability appointments, update the hospital information system.

About us

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women's, visit their careers page.

Job responsibilities

Lead responsibility for the booking of referrals for outpatient appointments on the hospital Patient Administration System (PAS) iPM in accordance with NHS e-Referral, partial booking system

Understand the vetting prioritisation and being responsible for recognising and bringing any urgent requests for patient appointments immediately to the attention of the clinical team

To process and prioritise the scheduling of outpatient appointments due to clinical urgency and length of wait and in accordance with departmental procedures, protocols and Trust Policies.

Follow the policy for patients who do not attend (DNA) their appointment.

Liaise with GP Practices, health care professionals, wards, emergency department a as required.

Monitoring of clinics and waiting lists, highlighting waiting list breaches and waiting times.

Monitor and maintain existing clinic templates using agreed template change request procedures and agree slot conversion rules with clinicians and operational management team

Build clinic templates in accordance with Trust procedures.

To supervise other administrative staff when indicated by the appointments Coordinator on an ad hoc basis.

Provide relevant, up to date and accurate information to the operational team.

For a full list of duties, please refer to the attached job description and person specification.

Qualifications

• NVQ 3 /equivalent

Experience

• Experience in out patient/booking environment.

Knowledge

• Working knowledge of the hospital information/administration systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Liverpool University Hospitals NHS Foundation Trust

£25,760 to £27,476 a yearper annum, pro rata