Bookings Assistant

Overview

The bookings team is the first point of contact for patients and referrers; ambassadors of the charity presenting that all-important first impression.

You will be receiving calls from patients ready to book their MRI, CT, PET/CT, ultrasound or X‑ray scan appointment, helping them through the process offering reassurance and providing them with the information they will need. You will be operating a patient administration system, Soliton, to book appointments and so confidence in using IT systems is really important together with a willingness to learn new skills.

Reporting to the team lead, you will be working as part of a complementary team of ten liaising with healthcare professionals and administrative colleagues across the charity. You will work by rotational shift covering hours between 8am and 6pm Monday to Friday. Full‑time 37.5hpw.

The skills, experience and knowledge required for this role are sound demonstrable educational background and qualifications, good IT skills, experience of working in a public service sector in a busy office environment. Experience of working within a healthcare setting would be beneficial.

You will have excellent communication and interpersonal skills with a confident and pleasant telephone manner. You will enjoy being part of a team and working collaboratively. You will have a meticulous approach to accuracy and detail and able to maintain strict confidentiality. Your personality and manner will contribute to a harmonious and pleasant working environment.

About Cobalt

Cobalt Health is a medical charity pioneering innovation in medical imaging diagnosis by investing in equipment, integrated research and education to improve outcomes for patients now and in the future.

I CARE our values - our culture - our purpose

Patient care is at the heart of all we do. We carefully select people who can show us how they share these same values and can contribute to a culture of respect, diversity, vision and a commitment to continuous learning and development.

Job Purpose: Provide first point of contact service for patients attending the Imaging Centre for diagnostic imaging services. To be collectively responsible for maintaining a quick, efficient and effective appointment bookings system.

Key Relationships: Cobalt staff team, mobile site staff, logistics, support engineers and patients.

• Receiving and assessing referral documentation and, as appropriate, making appointments for patients attending for diagnostic imaging.
• Answer sympathetically and tactfully incoming and outgoing telephone calls, and e‑mail enquiries from patients and referrers regarding the services provided by Cobalt, taking appropriate action and referring on as necessary.
• Printing and dispatch of correspondence to patients, referrers and other healthcare professionals.
• Carry out and record patient safety screening procedure and ensure all relevant clinical information is obtained and recorded prior to appointment.
• Monitor and maintain an efficient appointment pending system through the Patient Administration System (PAS).
• Assist in providing a welcoming, smooth running and efficient Reception service to cover lunch breaks, annual leave/absence and on a rota basis on Saturdays and late night clinics.
• To liaise with the Radiology, Oncology and other healthcare professionals within the NHS and private sector in the course of administrative duties and to arrange patient appointments.
• Any other duties commensurate with the grade of this post as may be required.

Any other duties in accordance with the level of the role.

To assist with monitoring of supplies.

Monitor and maintain sufficient and appropriate supplies to support the department.

To work collaboratively with other departments within Cobalt.

Taking an active part in team meetings.

Champion the professional integrity of the organisation.

Adhere to corporate policy and procedure.

Advise and mentor staff members, particularly junior staff members.

Under no circumstances either during or after the end…