Patient Pathway Admin Clerk

Bedfordshire Hospitals; Bedford, Luton; On-site; GBP 19,000 - 23,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking an organised administrative professional to support outpatient booking. You will handle referrals, maintain data accuracy in IPM, and liaise with GP practices to ensure timely processing.

You will provide high-quality administrative services, manage your workload efficiently, and ensure confidentiality at all times while using Trust information systems.

Qualifications

• Substantial clerical experience.
• Good written and verbal communication skills.
• Knowledge of confidentiality and data protection.
• NHS experience is desirable.

Responsibilities

• Daily delivery and pick up of referral letters to consultant offices.
• Register referrals onto IPM system ensuring all data is accurate at all times.
• Liaise with GP practices to maintain data quality of referrals entered onto IPM.
• Scan referrals directly into Mediviewer.
• Manage referrals for review ‘Work List’ on a daily basis ensuring that electronic referral attachments are printed, dispatched and processed by individual Consultants, within 5 working days.

Skills

Excellent telephone manner

Good communication skills

Organisational skills

Confidentiality awareness

Team player

Education

Good basic education

Tools

IPM system

Mediviewer

Windows OS

Job description

Are you organised, proactive, and passionate about making a difference behind the scenes in healthcare? As a vital member of our Outpatient team, you’ll be at the heart of the patient journey—ensuring every appointment is booked smoothly and every query is handled with care.

In this fast-paced and rewarding role, you’ll coordinate new and follow-up appointments with precision and empathy, register and scan referrals to keep our systems running seamlessly, and be the friendly, professional voice on the phone resolving appointment queries with confidence. You'll also support the entire outpatient booking process, following clear procedures that keep everything on track.

Your attention to detail and commitment to excellent service will help patients feel supported from their very first contact. If you thrive in a collaborative environment and enjoy being the go-to person for keeping things running smoothly, we’d love to have you on board!

Main duties of the job

• Daily delivery and pick up of referral letters to consultant offices
• Distribute referral letters to designated place in clinic clerk’s office.
• Register referrals onto IPM system ensuring all data is accurate at all times.
• Liaise with GP practices to maintain data quality of referrals entered onto IPM.
• Scan referrals directly into Mediviewer
• Manage referrals for review ‘Work List’ on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days – to raise any concerns with Supervisor.
• To provide high quality administrative services managing own workload.
• Ensure Data Quality standards are met and confidentiality is maintained at all times. Ensure the telephone is answered promptly and efficiently so that all calls are dealt with in a courteous and timely manner.
• To be proficient in the use of the Trusts Information Systems including any national systems.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Detailed job description and main responsibilities

The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities

• Daily delivery and pick up of referral letters to consultant offices
• Create waiting list entries for services that encounter appointment slot issues.
• Have an excellent telephone manner to ensure clear and concise information is exchanged to patients and staff.
• Assist in training and supporting new members of staff
• Report any problems with faulty equipment to supervisor.
• Be responsive and helpful at all times to support the smooth running of the service.
• Daily delivery and pick up of referral letters to consultant offices
• Distribute referral letters to designated place in clinic clerk’s office.
• Register referrals onto IPM system ensuring all data is accurate at all times.
• Liaise with GP practices to maintain data quality of referrals entered onto IPM.
• Scan referrals directly into Mediviewer
• Manage referrals for review ‘Work List’ on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days – to raise any concerns with Supervisor.
• To provide high quality administrative services managing own workload.
• Ensure Data Quality standards are met and confidentiality is maintained at all times. Ensure the telephone is answered promptly and efficiently so that all calls are dealt with in a courteous and timely manner.
• To be proficient in the use of the Trusts Information Systems including any national systems.

Person specification

Qualifications

• Good basic education

Experience

• Substantial clerical experience
• Good written and verbal communication skills
• Good telephone skills
• NHS experience

Knowledge

• Understanding of the need of confidentiality awareness at all times
• Computer literate and familiar with Windows package
• Knowledge of iPM
• Knowledge of E-Referral Service

Personal Skills

• Flexible / adaptable
• Works well under pressure
• Good organisational skills

Other

• Flexible in approach to service needs
• Reliable
• Evidence of a good team player

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.