Outpatient Clinic Utilisation Co-ordinator

NHS University Hospitals of Liverpool Group; Liverpool City Region; On-site; GBP 24,000 - 32,000; Full time

Job summary

NHS University Hospitals of Liverpool Group is seeking an administrative professional to review clinic templates and manage slot conversion rules with clinicians and local management. You will maximise utilisation of clinic appointments and ensure patients are seen within targets, while maintaining records and providing information to management.

You will work with Out Patients and Medical Records staff, liaise with clinic clerks, and contact patients to schedule and confirm appointments.

Qualifications

• Experience coordinating clinic templates and appointments.
• Knowledge of NHS waiting time targets and related legislation.

Responsibilities

• Review clinic templates using approved procedures and agree slot rules with clinicians and local management.
• Provide up-to-date utilisation information for local management and clinicians on appointments and slots.
• Assist in solving capacity and change requirements with local management colleagues.
• Provide a first-class booking service to patients and service users.
• Ensure records and documentation are available for bookings within two days of clinic date.
• Collaborate with other professionals to meet patient needs.
• Meet weekly with Out Patients and Medical Records staff to review progress.
• Maintain contact with Clinic Clerks/Reception staff on up-to-date clinic lists.
• Ensure case notes are available for patients booked within two days of clinic date.
• Telephone patients to arrange appointments and send letters/literature.
• Contact patients to offer late availability appointments and update the hospital information system.

Skills

Clinic coordination

Appointment scheduling

Stakeholder liaison

Verbal communication

Information provision

Tools

Hospital information system

Job description

Undertake reviews of all clinic templates and agree and apply slot conversion rules with Clinicians and local management

Make best use of all available clinic appointments to ensure maximum utilisation for all clinics within the area

Ensure all patients are seen within government and local waiting time targets and service is managed in accordance with legislation, policies and guidelines to meet the overall objectives of LUHFT.

• To review all existing clinic templates using agreed template change request procedures and agree slot conversion rules with Clinicians and local management
• To provide relevant, up to date and accurate information to local management and Clinicians on utilisation of clinic appointments and available slots
• To assist in solving change requirements for clinic and available capacity. Help identify a range of options and draw appropriate conclusions in partnership with local management 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 clinic appointments that have been booked within two days of the clinic date
• Work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision
• Communication.
• To meet weekly with Out Patients and Medical Records staff to update on progress and agree changes
• Maintain regular contact with Clinic Clerks/Reception staff in ensuring they are aware of up to date clinic 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 send out appointment letter and appropriate literature to the patient
• Contact patients to offer late availability appointments, update the hospital information system

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.

For further details / informal visits contact: Name: Lisa Morrissey Job title: Assistant Operational Support Manager Email address: [e-mail] Telephone number: 0151 529 4119