Therapy Booking Coordinator

Job overview

36 hours per week (including Saturday commitment)

We have an exciting opportunity for a Therapies Booking Co-ordinator to join our busy and friendly Physiotherapy Department.

This role is ideal for someone who is organised, approachable, and able to deliver a high-quality reception and administrative service to both patients and clinical staff, in line with departmental procedures.

We are looking for a motivated individual who:

• Has excellent communication and interpersonal skills, including a confident telephone manner •    Demonstrates strong organisational and time management abilities •    Is patient-focused, calm under pressure, and able to work effectively in a busy environment •    Has good attention to detail and accuracy •    Possesses basic IT skills and relevant office or administrative experience

The post-holder will work closely with the reception team to provide cover across the clinical day, with shifts starting from 07:00 and finishing at 16:00.  There is a requirement to work some Saturdays, with a weekday off in lieu.

Main duties of the job

Working as part of the Physiotherapy reception team, your duties will include: •    Providing a warm, welcoming, and professional reception service for patients and visitors •    Managing incoming referrals and accurately inputting data onto the Millennium ePR system •    Coordinating and booking outpatient physiotherapy appointments across services •    Handling incoming and ongoing telephone calls in a professional and efficient manner •    Liaising with physiotherapists, internal departments, GP practices, and external healthcare providers •    Undertaking a range of general administrative duties to support service delivery

You will have the opportunity to rotate across different physiotherapy outpatient services, taking ownership of referral pathways within specific areas. The role also includes contributing to performance monitoring and feeding back to your line manager on service metrics.  Full training will be provided.

Detailed job description and main responsibilities

The post holder is part of a team which load referrals and make appointments on Millennium ePR under the overall management of the Physiotherapy Office Manager and the Business and Admin Lead. This team run the booking system and reception service for the Physiotherapy Service.

This team processes approximately 13’000 referrals a year and manages appointments for up to 40-50 clinics per week within Therapy e.g. MSK, Neurology, Pelvic Health, Cardiac, Respiratory, Paediatrics, Prehab, Oncology and Dermatology.

The postholder will have the ability to manage their own workload whilst working as a team to achieve Department and Trust targets

This role will act as first point of contact for all patients and visitors to the department.  The post holder is responsible for loading of referrals in timely fashion and making patient appointments.  Act as a receptionist, answering the telephone and dealing with patient enquires, rescheduling appointments as required.

It is important that the post holder is multi skilled in reception duties and act for the Office Manager or the Business and admin lead in their absence.