Clinic Co-ordinator

Detailed job description and main responsibilities

Main Duties and Responsibilities

To work as part of a clinical clerical team to support a defined team of clinicians, nurses and other healthcare professionals.

To ensure outpatient treatment capacity is accurate and utilised effectively.

To ensure treatment area capacity is accurate and utilised effectively.

To assist the effective management of patient pathways ensuring all necessary appointments and treatments are booked in-line with Trust and national targets.

Ensure all relevant Trust and National targets are adhered to Coordinate treatments and appointments in conjunction with consultant and clinic teams ensure effective time management and utilisation. 

Attend Meetings as required to ensure effective communication with all service users.

Coordinate treatments and appointments in conjunction with consultant and clinic teams ensure effective time management and utilisation. 

Attend Meetings as required to ensure effective communication with all service users.

Assist in the use of trust databases and patient information systems and ensure that all data is correct and up-to-date.

Provide robust audit data for local and national targets where appropriate. 

Provide cross cover within administration teams during absence and comply to relevant policy on attendance and performance management, staff appraisals etc. 

Ensure confidentiality is maintained in all communications and the documents end of the sensitive information as secure at all times. 

Maintain close cooperation and liaison with team members and support the effective functioning of the trust as a whole, as required.

Provide the focal point of communication for medical professional and allied medical staff both within this Trust and with external organisations and patients using judgements as to facilitate a successful outcome for all enquiries. 

Deal with telephone and face-to-face enquiries from patients, relatives carers and all staff groups providing information directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery. 

Deal with concerned patients/relatives and with tact, patience and discretion especially when conveying sensitive information. 

Prepare case note folders and complete necessary documentation for all new patients.

Liaise with other hospital departments, GPs and other health care agencies when required.

Assist and help colleagues when the need arises.

Booking appointments via the CaMIS system, managing multiple Clinicians’ waiting lists and ensuring appts are booked within the Access Policy Protocol and RTT directives. 

Reviewing all Choose & Book, Directly Bookable services and appts booked by patients online and via GP surgeries. 

Daily maintenance of ERS.

Assist with the coordination of clinics or lists to ensure effective time management.

Provide general administrative services as required by the department.

Locate medical notes within the department or request them from other locations.

Filing letters and reports into medical notes promptly.

Deal with telephone or face to face enquiries within agreed limits and take appropriate actions.

Reception duties – checking patients in at reception.

Daily cashing up of clinics.

Prepare case note folders and complete necessary documentation for all new patients.

Liaise with other hospital departments, GP’s and other health care agencies when required.

Provide cross-cover within the team during absence and implement relevant organisational.