Private & Overseas Patient Officer Band 3

Gloshospitals; Cheltenham; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is recruiting a Private & Overseas Patients Officer (Band 3) to support the Private & Overseas Patients team. The role focuses on handling referrals, coordinating private patient activity, and ensuring compliant invoicing and payment processing.

You will work across services, deliver excellent customer service to patients and NHS teams, and provide cross-cover duties as needed. Training and development opportunities are available within the Trust.

Qualifications

• Accurate record keeping in a timely manner.
• Clear, confident communication with a broad range of staff and patients.
• Professional telephone manner to maintain service standards.
• Knowledge of medical terminology and system usage.
• Proficient IT skills including Microsoft Office and PAS systems.
• Ability to work quickly and accurately with initiative.
• Flexibility to cover colleagues and work in a team.

Responsibilities

• Support Private & Overseas Patients Officer/Manager in daily duties.
• Handle private patient referrals promptly and efficiently.
• Communicate across departments and with external staff about Private/Overseas patients.
• Negotiate procedure slots with specialty booking teams.
• Arrange pre-admission tests and ensure DOH Overseas charges compliance.
• Interview Overseas Patients to determine status for NHS treatment eligibility.
• Identify private/overseas outpatients and ensure proper documentation.
• Use PAS to check patient info, appointments and results.
• Raise invoices for private/Overseas care and process payments daily.
• Request and return notes via tracer system; cover colleagues during absences.

Skills

Record keeping

Clear communication

Telephone manners

Medical terminology

IT skills

Teamwork

Overseas patient knowledge

Education

GCSE literacy & numeracy

NVQ Level 3 in administration

Tools

Microsoft Office

PAS

Exeter

NHS National computer system

Job description

Go back Gloucestershire Hospitals NHS Foundation Trust

Private & Overseas Patient Officer Band 3

The closing date is 08 November 2026

Under the direction of the Private & Overseas Patients Manager you will provide general administrative support to the Private & Overseas Patients team - with variety in the day to day role, working with teams across many services.

Main duties of the job

In addition to helping to organise private patient activity, you will also play a key role in providing excellent customer service to teams and patients involved in the treatment of non-NHS funded or non-NHS eligible patients as well as helping the Trust to get paid for treating these patients. The post holder will be required to work as part of a team, to embrace flexible duties and be able to provide cross cover during periods of staff absence. There may also be some general office administrative duties.

About us

Our people are at the heart of what we do. Our workforce is almost 9,000 strong and our caring and dedicated staff are recognised as providing good and outstanding patient-centred care across a range of clinical areas. We also have exceptional teams of professional services staff underpinning our vision every step of the way.

We are committed to recruiting the best people to work with us to achieve our vision of providing Best Care for Everyone and our success depends on the commitment and dedication of our staff.

We are committed to diversity, inclusion and equality of opportunity for everyone, valuing and celebrating differences and encouraging a workplace and culture where all can thrive. We endeavour to ensure each and every person working in our organisation feel respected and valued. Respecting and valuing differences will help to ensure that our policies and services reflect the needs and experiences of the people and community we serve.

In return, we offer the opportunity to work at a trust that is on a truly exciting Journey to Outstanding and to make a real difference to the lives of our patients, their families and the wider community. We are also committed to training and developing you to be the best you can be and offer you a rewarding career, whatever your role.

Job responsibilities

Undertaking tasks as requested by the Private & Overseas Patients Officer/Manager, likely to include a mixture of the following:

Ensuring that private patient referrals are dealt with promptly and efficiently;

Communicating inter-departmentally and externally with all grades of staff on a range of matters in relation to Private and Overseas patients;

Negotiating procedure slots with specialty booking teams for private patient procedures;

Arranging pre-admission tests to confirm patients suitability for procedures, if required;

Ensuring the implementation of the Department of Health regulations with regard to Overseas Patients charges;

Sensitively interviewing Overseas Patients and determine their status and entitlement to free NHS treatment;

Identifying all Private and Overseas outpatients, ensuring legal documentation is completed and total income is identified;

Using in-house patient administration system to check information on patients, outpatient appointments and results (or similar);

Raising invoices relating to Private Patient and Overseas patient treatment on an out-patient basis and occasionally on an in-patient basis when required;

Receiving cash and cheque payments for forwarding to the General office to ensure that revenue is collected and recorded on a daily basis;

Requesting and returning notes on behalf of the department, including using the electronically tracer system;

Being responsible for administration of in-patient bookings in the Managers absence;

At the request of the Manager, covering colleagues during absences/annual/sick leave etc. You may also be required to undertake job rotation for cross cover as well as for development and training purposes; and,

Undertaking any other appropriate duties, commensurate with the role as required at the request of your line manager.

Person Specification

Knowledge

• Able to maintain accurate records in a timely way
• Able to communicate clearly and confidently, sometimes in a sensitive manner or environments, with a broad range of stakeholders - phone and written
• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
• Knowledge of medical terminology and systems
• Proficient Keyboard skills with IT experience of Microsoft Office packages, Patient Administration Systems (PAS), Exeter and NHS National computer system
• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
• Able to work quickly and accurately using own judgement and initiative as appropriate
• Able to work flexibly within a team, sometimes under instruction and sometimes under their own direction
• Understanding of Department of Health regulations with regard to Overseas Patients charges

Qualifications

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
• NVQ level three in administration

Experience

• Experience of using Microsoft Office packages or Business Administration Systems
• Experience of providing general office duties or business administration in and office environment
• Appropriate experience working in a hospital environment (NHS or private) - especially with knowledge of inpatient and outpatient procedures and patient systems
• Experience of working with private and / or overseas patients
• Experience of using invoicing systems

Qualities

• Organised, diligent and willing to learn
• Flexibility, able to cover colleagues during absences/annual/sick leave and willing to undertake any other appropriate duties, required by line management.

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.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

£25,760 to £27,476 a year(pa, pro rata if part-time)