Booking Clerk

Liverpool University Hospitals NHS Foundation Trust; United States; Remote; USD 33,000 - 40,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking staff to register and validate new referrals, manage outpatient bookings, and maintain accurate records. You will forward referrals to directorates, book appointments, issue letters, and ensure timely reminders for patients while maintaining strict confidentiality.

You will also coordinate transport, liaise with the Ambulance Liaison Officer, participate in audits, and support the Patient Appointment Centre with flexible coverage as

Qualifications

• NVQ Level 2/ ECDL or equivalent, Essential criteria
• Experience of dealing with customers, for example in a Call Centre environment
• Experience of working in a health related environment Medical terminology, Communicate effectively
• Work on own initiative
• Organised with logical approach to work
• Plan and prioritise own workload
• Able to meet deadlines, Self-Motivated
• Diplomatic
• Calm and positive
• Flexible approach to working hours
• Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

Responsibilities

• Register and validate new referrals and ensure accuracy
• Book outpatient appointments and arrange letters with consultants
• Update Hospital Information System and file referrals
• Coordinate transport and appointments across departments
• Provide support within the Patient Appointment Centre and cover for sickness/holidays
• Ensure confidentiality and comply with Data Protection Act
• Attend audits and training as required
• Adapt to changing conditions and respond to workload with flexible scheduling

Skills

NVQ Level 2 / ECDL

Customer service experience

Health-care environment experience

Communication

Organization / time management

Education

NVQ Level 2 / ECDL or equivalent

Job description

Register and validate all New referrals on Medway ensure accuracy checking all details and use Open Exeter to complete missing data, forward referrals to the directorates to be graded for priority. Routine/Soon referral letters should be Partially booked for the relevant Consultant/Clinic comments added (for booking guidance) and the referral letters filed in each Consultant folder. Send a letter to Routine/Soon patients who have been waiting for x number of weeks advising them to contact the Patient Appointment Centre to arrange an appointment. Discharge daily any Patients that have not responded to their invite of appointment letter. Once the patient has contacted the Centre, discuss with the patient a mutual date which is convenient, book appointment on the system, send an appointment letter and appropriate literature to the patient. Telephone Urgent patients and arrange a mutual date over a 5 week period, book the appointment on the system, file the referral letter and send an appointment letter and appropriate literature to the patient. Sep 2021 Ensure Outpatient clinics are not overbooked. Problems solve any appointment issues, organise clinics and re-arrange existing appointments. All patients must be given three weeks' notice of any appointment to comply with the DSCN07/2003 and a minimum of two different dates. Patients who contact advising that they wish to cancel their routine appointment, should be cancelled, update the Hospital Information System, and advise the patient that they will be contacted when another date becomes available. Contact routine patients (Tail Gun) to offer late availability appointments, update the Hospital Information System and advise the appropriate receptionist. Print daily Clinic lists for all clinics the following weekday, retrieve all referral letters attach to the clinic lists and forward to the appropriate department. Frank Mail and assist with letter stuffer on rotation Participate in any audits/surveys as necessary. Train and develop as appropriate. Arrange transport for patients in conjunction with the Ambulance Liaison Officer, following Trust policies. Provide support service (including cover for sickness and holidays) within the Patient Appointment Centre, dealing with any other ad hoc queries. Ensure that confidentiality of patient records is strictly maintained and comply with the Data Protection Act. Work in close liaison with medical, nursing, clerical staff to provide an efficient and courteous service. To comply with the Trust's and Departmental Policies and Procedures To comply with all Health and Safety requirements within the Trust and Clinical Information Services Department. This job description is intended to be a general guide to the main duties and responsibilities of the post and not a rigid, inflexible specification. It will be subject to amendment in the light of changing circumstances and following consultation with the post holder. Staff will be expected to be adaptable to changing conditions and variety of work. Service from the Department is maintained over 365 days of the year and it is expected that everyone will provide cover for statutory and bank holidays. Sep 2021 Clinical Governance / Quality. Organise Outpatient appointments using initiative in sometimes complex situations, 1. Filing of test results appropriately in a timely manner. 2. Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients. 3. Retrieve, collect and book out case-notes as required. 4. Photocopying/faxing and all general office duties 5. Attend appropriate training, meetings and education sessions when required 6. Work with managers and administrative staff to review working practices, ways of working and find solutions to problems. 7. Work with team leaders/secretaries/managers to improve quality and range of services, with resources being managed according to agreed policies and procedures., The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working. The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24. Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £25.70 (standard disclosure) or £46.70 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years. Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa. This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures. Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation. All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action. As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

• NVQ Level 2/ ECDL or equivalent, Essential criteria
• Experience of dealing with customers for example, in a Call Centre environment
• Experience of working in a health related environment Medical terminology, Communicate effectively
• Work on own initiative
• Organised with logical approach to work
• Plan and prioritise own workload
• Able to meet deadlines, Self-Motivated
• Diplomatic
• Calm and positive
• Flexible approach to working hours
• Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients. UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West. Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.