Clinic Coordinator

Detailed job description and main responsibilities

Process outpatient referral letters to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.

Responsible for General Advice & Guidance

Responsible for printing Choose and Book referrals and monitoring and actioning the ASI list.

Check and action ERS daily.

Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.

Amalgamate duplicate hospital numbers in accordance with the duplication guidelines.

Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.

Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets

Coordinate referrals to consultants for grading.

Responsible for new and rescheduled new and follow up outpatient appointment processes ensuring that the requirements of the patient as well as the clinician are met, receiving and coordinating referrals to clinics and ensuring the rapid access to those clinics as appropriate.

Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.

Ensure patients are contacted verbally to make and agree appointments. 

All appointments to be confirmed by a letter to patient/parent or guardian with regards to children.

Liaise with consultants and secretaries regarding clinic availability.

Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards such as the 18-week RTT pathway.

Receive and prepare relevant correspondence and material as required for clinical teams.

Ensure that all correspondence and documentation is filed promptly and cross referenced.

Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines.

Assist with the coordination of clinics to ensure effective time management and utilisation.

Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.

Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care.

Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.

Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures. 

Provide general admin services including photocopying, filing, faxing and other office routines.

Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible.

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

To post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies.

Provide cross cover within team during absence complying with relevant organisational policy on attendance.

Receive and sort daily post, date stamp and distribute as appropriate.