Outpatient Booking Clerk

The Outpatient Booking Clerk is responsible for supporting the effective management of outpatient waiting lists and ensuring patients are booked appropriately, accurately and within agreed timescales. The post holder plays a key role in supporting the delivery of elective access targets, including Referral to Treatment (RTT) and cancer waiting time standards, by ensuring referrals are processed, appointments are booked efficiently, and patient pathways are managed in line with Trust policies and procedures. Working closely with clinicians, managers and administrative colleagues, the post holder helps maintain data quality, maximise clinic utilisation, and support the timely progression of patients through their care pathways., The post holder will be responsible for processing outpatient referrals, booking and scheduling appointments on the Electronic Patient Record (EPR) system, and ensuring referrals are managed in accordance with the Trust Elective Access Policy. Duties include managing patient waiting lists, monitoring RTT pathways, supporting the validation of Patient Tracking Lists (PTLs), identifying potential capacity issues and risks to waiting time performance, and taking appropriate action to minimise delays. The role involves regular communication with patients, clinicians and multidisciplinary teams regarding appointments, cancellations and waiting list queries, often dealing with sensitive and complex situations. The post holder will maintain accurate patient records, support clinic management, ensure effective utilisation of available capacity, provide cross-cover within the booking team when required, and contribute to the ongoing improvement of outpatient administration processes to support safe, efficient and timely patient care., The post holder is responsible for effectively managing the smooth coordination of the outpatient waiting list service for the Directorate and ensuring that elective targets relating to outpatient and diagnostic waiting times are met consistently and in a timely manner. Responsibilities include maintaining accurate and comprehensive patient records on EPR, processing outpatient referrals in line with the Trust's Elective Access Policy and Data Quality standards, booking appointments on EPR, ensuring referrals are clinically triaged within 48 hours, and managing patients on the Electronic Referral System (ERS) and Appointment Slot Issue (ASI) lists according to clinical priority and waiting times. The post holder will assist with the weekly validation of the Trust's Patient Tracking List (PTL), support the identification of capacity issues and patients at risk of breaching Cancer and 18-week Referral to Treatment (RTT) targets, proactively monitor outpatient clinics, and help maintain accurate RTT pathways on EPR. They will support the management of designated PTLs, attend weekly PTL meetings, and liaise closely with clinicians, managers, nursing staff and administrative teams to ensure clinic changes, annual leave and session amendments are accurately recorded and managed to maximise capacity and maintain waiting time standards. Additional duties include receiving and making telephone calls, responding to patient enquiries, providing information and advice regarding appointments, communicating cancellations to all relevant parties, maintaining filing systems and office records, exercising judgement to resolve problems, planning and organising their own workload, providing cross-cover for colleagues during periods of leave or sickness, and assisting with the training of new staff under the direction of the Outpatient Booking Officer. The post holder must maintain patient confidentiality at all times, comply with Trust policies and procedures, contribute to the ongoing development of elective administration processes, and undertake any other reasonable duties requested by the management team., 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.

• Good Basic educational qualifications - including English and Maths Grade c or above) or equivalent qualifications, IT Qualifications EPR trained (training available), Excellent diary maintenance scheduling skills
• Excellent communication skills both written and verbal
• An understanding of outpatient waiting list management
• An understanding of Elective Access Referral to Treatment Pathways
Desirable criteria
• Experience and Skills Excellent diary maintenance scheduling skills Excellent communication skills both written and verbal An understanding of outpatient waiting list management NHS experience An understanding of Elective Access Referral to Treatment Pathways Willingness to develop computer technology skills An understanding of the Trust's Elective Access Policy
• NHS experience, Excellent organisational ability
• Ability to prioritise
• Able to work independently and as a member of a team
• Flexible approach to team work and working hours
• Evidence of team working/ building and leading, You must have appropriate UK professional registration.
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel. In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism., Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.