Outpatient Clinic Coordinator - Ealing

Job overview

Moorfields Eye Hospital invites applications for the post of Outpatient Clinic Coordinator at Moorfields at Ealing.

This post requires hours that cover the administrative duties from 08:00-16:00, 09:00-17:00, 10:00 -18:00.

Rota based which is an onsite role.

This vacancy is advertising two roles. The first is a fixed term post offering up to period of 10 month, which will end on 30th June 2027 as there may be some delays in recruitment. The second post is a permanent one.

Main duties of the job

• 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 North satellite sites.
• 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.

Detailed job description and main responsibilities

• Reception duties include: meeting and greeting patients on arrival to the hospital, checking patients into the appropriate clinics using the Trust patient administration system, booking clinic appointments, and accurate recording of patient data.
• Additional administrative duties include: ensuring clinics are booked to profile, prepping patients notes, answering queries (by telephone and in person), filing, scanning, booking patient transport and supporting the Assistant Clinic Manager with clinic cancellations and other administrative duties.
• 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 North satellite sites.
• To adhere to all agreed Key Performance Indicators for data quality, providing exception reports where these are not met.
• Respond to telephone enquiries from patients and staff promptly and in a courteous and professional way, adhering to service guidelines and standards. It is expected to deal with concerns as appropriate in order to maintain the efficiency of the service.
• Respond accurately to patient queries regarding their treatment pathway, explaining in simple terms where required, referring to relevant colleagues were required.
• To arrange transport bookings for patients as necessary.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.