Imaging Booking Administrator

Job overview

Previous Applicants Need Not Apply

• Welcome and receive patients attending the X‑ray department, working on rotation across main reception, ultrasound, Cauldwell, and CDC (North Wing) areas within Radiology.
• Operate Radiology information systems (CRIS/PIMS) accurately and efficiently.
• Liaise with medical, technical, and support staff to ensure the smooth delivery of the imaging service.

Please refer to the full Job Description for further details.

Main duties of the job

Welcome patients on arrival at reception, providing clear directions to the appropriate waiting area. Handle patient queries sensitively and discreetly, both in person and by telephone. Use specialist knowledge of imaging modalities to advise patients on preparation, including whether they need to change, and offer assistance as required. Employ flexible communication skills to overcome barriers to understanding, referring to professional staff when necessary. Occasionally manage situations involving distressed, unwell, or aggressive patients and their relatives with professionalism and empathy.

Check referral information and personal details with patients on arrival, entering new data or updating existing records on the Radiology information system (CRIS/PIMS), ensuring accuracy and avoiding duplication. Assess baseline requirements on imaging requests, confirming correct patient and clinical information and appropriateness of the request. Use initiative, guided by departmental protocols, to evaluate non‑routine requests and provide basic clinical guidance where necessary.

Monitor patient waiting times proactively, ensuring appointment sessions are fully utilised to prevent breaches of waiting list targets. Identify potential issues early and escalate with possible solutions to the manager to maintain smooth service delivery.

Detailed job description and main responsibilities

Schedule patient appointments on CRIS (Radiology computer system), taking into account medical conditions such as diabetes and upcoming clinic commitments. Arrange associated requirements including patient admission for imaging procedures, booking transport, and securing translators. For certain examinations, check menstrual cycle dates and provide straightforward clinical information to patients where appropriate.

Maintain continuous use of Imaging Department systems (ICE and IPM) to register patients, track files, manage appointments, and update records for those who do not attend. Undertake routine housekeeping tasks, including backups of the CRIS system. Use the CMIS Maternity system to verify patient details as required.