Outpatient Waiting List Co-ordinator

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust; Coventry; On-site; GBP 21,000 - 32,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking an administrative support role within the outpatient department. You will be responsible for booking outpatient appointments, managing cancellations and rebookings, and maintaining the waiting list with a small team.

Experience with NHS e-referrals and related systems would be advantageous. The post requires meticulous record-keeping, adherence to capacity planning, and effective communication across multiple channels.

Qualifications

• Experience in outpatient admin or waiting list management is desirable.
• Experience with NHS e-referral system is advantageous.
• Excellent communication and organisational skills are essential.

Responsibilities

• Book outpatient appointments and manage waiting list within policy.
• Validate and update the Outpatient Waiting List.
• Manage clinic changes for Trauma and Orthopaedics – cancel and reschedule clinics.
• Process Advice and Guidance and accept/reject e-referrals.
• Interpret reports to schedule appointments accurately and in line with capacity.
• Maintain patient records on the patient administration system to data quality standards.
• Apply RTT knowledge to ensure pathways are followed.
• Act as a point of contact for enquiries across channels.
• Keep departmental documentation up to date; report exceptional circumstances.
• Support learning and development opportunities within the team.

Skills

Admin experience

NHS experience

IT literacy

Strong communication

Education

GCSEs or equivalent

Tools

NHS E-referral system

PowerChart

Patient administration system

Job description

To provide a comprehensive and confidential administrative support for a specific part of the administrative service/project within the department in accordance with Departmental, Trust and National Standards, Polices and Procedures. To provide efficient admin support to the Department. The post holder will be responsible for the booking of outpatient appointments, clinic cancellations, rebooking appointments and managing the Outpatient Waiting List along with a team of two colleagues. Experience of working with the outpatient waiting list and the NHS E-referral system would be advantageous.

Please be advised that sponsorship is not eligible for this post.

• Book outpatient appointments in line with the Patient Access Policy, using Direct and Partial Booking systems and meeting waiting time targets.
• Validate the Outpatient Waiting List
• Manage clinic changes for Trauma and Orthopaedics- this involves cancelling clinics and rescheduling appointments.
• Managing Advice and Guidance and accepting/rejecting e-referrals following electronic triage.
• Interpret reports to ensure appointments are scheduled accurately and in line with capacity.
• Maintain accurate patient records on the patient administration system in line with data quality standards.
• Apply RTT knowledge to ensure pathways are correctly followed and completed.
• Act as a point of contact for enquiries, providing effective communication across written, verbal and electronic methods. Keep departmental documentation up to date.
• Maintain information in an orderly manner to support decision‑making and report any exceptional circumstances.
• Contribute to patient and service improvement projects, using systems such as Revenue Cycle, PowerChart and e‑referrals, and manage Advice and Guidance.
• Support the development and maintenance of efficient office systems and procedures.
• Support team members with the day‑to‑day changes when required.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

For further details / informal visits contact: Name: Mina Rai Job title: Administration Manager Email address: [e-mail] Telephone number: 02476965098