Patient Pathway Admin Clerk | Bedfordshire Hospitals NHS Foundation Trust

Bedfordshire Hospitals NHS Foundation Trust; Bedford; On-site; GBP 21,000 - 27,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking an organised administrator to join the Outpatient team. You will coordinate new and follow-up appointments, register referrals, and scan documents to keep the patient pathway smooth and on track.

You will be the friendly voice on the phone, handle appointment queries with care, ensure data accuracy across IPM and Mediviewer, and support the overall outpatient booking process with precise, confidential service.

Qualifications

• Excellent organisation and ability to manage multiple tasks.
• Strong communication and telephone manner with patients and colleagues.
• Accurate data entry and high attention to data quality.
• Experience using NHS IT systems such as IPM and Mediviewer is desirable.

Responsibilities

• Coordinate new and follow-up outpatient appointments with precision.
• Register referrals and scan documents to IPM/Mediviewer.
• Handle appointment queries via phone with a courteous approach.
• Maintain data quality and confidentiality across systems.
• Support the end-to-end outpatient booking process.

Skills

Organised

Proactive

Communication

Data entry

Telephone manner

Attention to detail

Tools

IPM system

Mediviewer

Trust IT systems

Job description

Company:

Company: Bedfordshire Hospitals NHS Foundation Trust

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!

Key Responsibilities

• 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.

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

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

Additional 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.

This advert closes on Tuesday 10 Nov 2026

Bedfordshire Hospitals NHS Foundation Trust

Bedfordshire Hospitals NHS Foundation Trust