Clinic Coordinator

Job overview

We are seeking a highly organised and proactive Clinic Co‑ordinator to deliver a high‑quality, confidential administrative service in support of the Support Manager and Service Manager.

The post holder will proactively manage clinic bookings and appointments, including making recommendations and implementing any authorised changes to clinic templates to ensure best use of capacity and compliance with national targets. The Clinic Co-ordinator will be expected to organise their workload and co-ordinate their activities in conjunction with, and supervised by, the Assistant Support Manager to ensure that an efficient service is provided.  It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.

Main duties of the job

• Provide a comprehensive administration service, including support for the Service Manager/Support Manager.
• Cancel/reinstate clinics once requests have been validated.
• Monitor requests to and confirmations received from Bookwise.
• Requesting waiting list clinics.  Update medical staff once approved.
• Completion and distribution of job plans for Locum Consultants.    Please remove
• Monitoring and maintaining WLI Clinics in conjunction with on call rotas and Allocate system.
• Maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients.
• Be fully conversant with all required electronic systems for correspondence, clinic management and room booking.
• Support the Division to analyse, and act on information to proactively manage and maintain relevant NHS targets.

Detailed job description and main responsibilities

• Provide a comprehensive administration service, including support for the Service Manager/Support Manager.
• Cancel/reinstate clinics once requests have been validated.
• Monitor requests to and confirmations received from Bookwise.
• Requesting waiting list clinics.  Update medical staff once approved.
• Completion and distribution of job plans for Locum Consultants.
• Monitoring and maintaining Trench Clinics in conjunction with on call rotas and Allocate system.
• Maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients.
• Be fully conversant with all required electronic systems for correspondence, clinic management and the retrieval of results, including obtaining information using the Internet.
• Support the Division to analyse, and act on information to proactively manage and maintain relevant NHS targets.

GOVERNANCE

• Maintain systems and processes to establish and maintain effective communication, and confidentiality of information.
• Assist with the maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services.
• Contribute to the development and implementation of policies, procedures and guidelines related to own service.
• Ensure compliance with Trust policies, procedures and guidelines, taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.

MANAGERIAL/LEADERSHIP

• Support the Support Managers/Service Manager by ensuring that clinics are requested/cancelled in accordance with request received.
• Maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.