Outpatients Booking Clerk

North Tees & Hartlepool NHS Foundation Trust; Tees Valley; On-site; GBP 21,000 - 25,000; Full time

Job summary

North Tees & Hartlepool NHS Foundation Trust is recruiting Booking Clerks for the Outpatient Central Bookings team, delivering a high quality service to internal and external users.

You will book outpatient appointments, manage allocated clinics, and use the Patient Administration System and automated telephone booking system, with shifts between 8:30am and 5:00pm across sites within University Hospitals Tees.

Qualifications

• GCSE grade C (4) or above in Maths & English or equivalent.
• NVQ Level 2 in Business Administration (or equivalent).
• IT qualification (ITQ Level 3 or equivalent).
• NVQ Level 3 in Business Administration (or equivalent).

Responsibilities

• Book outpatient appointments and manage allocated clinic bookings following trust policies.
• Make decisions about inserting outpatient appointments respecting clinical priorities and efficiency.
• Ensure all outpatient activity is entered into the systems with accurate data in line with Data Protection Act.

Skills

GCSE Maths

GCSE English

ITQ Level 3

NVQ 2 Admin

NVQ 3 Admin

Education

GCSEs in Maths & English

NVQ Level 2 Business Admin

ITQ Level 3

NVQ Level 3 Business Admin

Tools

TrakCare

Choose & Book

SystmOne

Job description

*Advert may close early if sufficient volume of applications is reached*

We are seeking to recruit highly motivated and enthusiastic Booking Clerks within Outpatient Central Bookings. You will be a member of a team in an extremely busy department providing a high quality service to internal and external users.

The post holder will be responsible for assisting in the provision of an efficient and effective outpatient appointment booking service. The outpatient department operates between the hours of 8.30am and 5.00pm.

Main duties of the job

You will be required to provide an efficient, accurate and timely service to assist in patient care whilst adhering to strict deadlines. The post holder will be required to learn a range of tasks and will need to adapt to a changing environment.

The outpatient department processes in excess of 800 appointments per day, both face to face and via the telephone. Due to the complexity and variety of clinics that are operating every day, the booking process is a complicated procedure utilising a confidential patient database and an automated telephone system based in the call centre and the post holder will be required to have a complete knowledge of all clinics held within the trust.

About us

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust have come together to form University Hospitals Tees. As a result, post holders may be required to work across sites within both organisations.

Across University Hospitals Tees, our ambition is to be the best place to work, ensuring we have the right staff in the right roles at the right time to deliver outstanding patient care and experience.

We are committed to supporting our staff through an inclusive and supportive working environment, offering health and wellbeing initiatives, staff benefits, and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Job responsibilities

Book outpatient appointments and manage allocated clinic bookings as requested within the agreed booking schedule, following all trust policies, procedures and processes, using appropriate technologies, e.g. Patient Administration System and automated telephone booking system.

Responsibility for making decisions with regard to inserting outpatient appointments, making sure that the clinics are run as efficiently as possible, whilst taking into account clinical priorities and ensuring that patients are seen in order of appointment.

Ensure that all outpatient activity is entered onto the outpatient systems and that any data recorded is accurate and relevant in accordance with the Data Protection Act 1998.

The post holder will be expected to communicate and work effectively with all members of the booking team, liaising with medical and nursing staff, other departments and internal service users across the trust.

The post holder will be expected to liaise with external service users such as patients, GPs and other hospitals adopting a professional manner at all times.

The post-holder must treat colleagues in a manner that conveys respect for the abilities of each other and a willingness to work as a team.

Ensure that all trust policies, procedures and guidelines relating to confidentiality and Caldicott Principles are strictly adhered to when handling patient files or discussing patient needs etc.

Develop and maintain a broad understanding of national, regional and local waiting list targets and take appropriate action to assist in the timely resolution of a significant number of enquiries regarding the partial and full booking processes.

Person Specification

Qualifications

• GCSE at grade C (4) or above in Mathematics & English Language or equivalent
• NVQ at level 2 in Business Administration (or equivalent)
• IT qualification (ITQ at level 3 or equivalent)
• NVQ at level 3 in Business Administration (or equivalent)

Experience

• Experience of clerical work involving computerised systems
• A good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
• Experience of a healthcare environment, Outpatient Bookings would be an advantage.
• Experience of working within a multi-disciplinary team
• Knowledge of medical terminology
• Knowledge of appointment systems such as Trakcare, Choose and Book , SystmOne

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.