Job description

An exciting opportunity has arisen to join the team at Moorfields City Road as an outpatient clinic co coordinator.

We are looking to recruit a dynamic and enthusiastic clinic co coordinator, the successful candidate will have worked in a similar role within the NHS and have a proven track record of delivering successful outcomes in a fast-paced environment, including converting enquiries into outpatient appointments

You will be confident in communicating with stakeholders at all levels, in person and by telephone/email and be committed to delivering excellent customer service.

Please note that we will also consider offering an apprenticeship for the right candidate.

PROBATIONARY PERIOD

This post will be subject to a probationary period of 6 months.

During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed. The probationary period may be extended or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.

To provide effective clinic management, reducing over-booking of clinics and helping to ensure a positive experience for patients.

To provide a professional, comprehensive and efficient reception and administration service to the Trust’s outpatient clinics based at Moorfields, City Road.

To promote a positive image of the Trust’s outpatient services through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patient care first.

To ensure high standards of data entry and quality are achieved and sustained across all services, in both paper and electronic record-keeping.

To ensure adherence to the Trust’s Access Policy at all times.

To work as part of a large administrative team and provide cross- cover as and when required.

To actively reduce the number of hospital appointments not attended by confirming follow-up appointments with patients face-to-face where possible.

Founded in 1804, Moorfields Eye Hospital is a world-class centre of excellence for eye health services, ophthalmic research and education. We are true pioneers in the fight to cure blindness. Every year we treat more than 750,000 patients at City Road in central London and at 30 satellites, and, in partnership with the UCL Institute of Ophthalmology, we lead one of the most impactful ophthalmic research programmes in the world. We train many of the leading eye care clinicians in the UK and internationally, and have a global reputation for quality and professionalism in ophthalmic care. In addition, Moorfields operates two commercial businesses whose profits support our NHS work: Moorfields Private and Moorfields UAE.

The Moorfields Way is to be caring, organised, excellent and inclusive, and we expect all applicants for our posts to commit to upholding these values.

To manage designated clinics in line with agreed clinic profiles, reducing over-booking and ensuring that patient numbers are adjusted to clinician availability.

To liaise with the responsible clinician to provide regular updates regarding the status of their clinic profiles, in an agreed format.

To use a variety of systems to monitor clinics and clinician availability e.g. PAS, safe staffing

To provide a high standard reception service and general administrative support to designated outpatient clinics, being a first point of contact to patients.

To identify all patient AIS requirements and record the data accurately on the Trust’s electronic system.

Ensure clinic digital screens and whiteboards are updated with the correct and most recent information.

Accurately record the patient’s attendance in clinic and time of departure.

Register patient details on the electronic system as they arrive at the A&E desk.

To process notes in the A&E department in the timeframes required.

Record outpatient outcomes updating Referral To Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.

To book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments, including the booking centre and the call centre.

Ensure follow up appointments are booked according to agreed Key Performance Indicators and in line with treatment protocols.

To provide patients with up to date information relating to waiting times in clinic.

Ensure all appointment cancellations and alterations are correctly recorded and highlight any issues identified with appointment bookings to clinicians working in accordance with the Trust’s Access Policy.

Ensure all clinics are ‘cashed’ accurately and promptly on electronic administration systems within agreed Key Performance Indicator standards.

Track all patient Health Records appropriately to the relevant service, using the electronic case note tracking system.

Respond to appointment requests and other queries via email from clinicians promptly.

To liaise with the clinical and nursing teams working in clinics to keep them informed of any problems that may impact on the running of the clinic and ensure clinic capacity and resources are optimised.

Ensure patient information is obtained and recorded on Trust electronic systems and that this is checked regularly and updated both electronically and in the patient’s health record, as evidenced through data quality audits.

Maintain a good knowledge of RTT and apply this to appointment bookings where appropriate.

Prepare notes for clinic and transport to and from clinics as required.

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