Clinic Coordinator

We are looking for x 3 WTE Clinic Coordinator to join our excellent Gynaecology Coordinators team on a 12 month fixed term contract. We are seeking a highly organized and compassionate individual to coordinate one clinic for one of our established consultants.

The ideal candidate will be someone with a keen eye for detail, excellent communication skills and a commitment to providing a first‑class service to patients in a fast‑paced environment.

The successful candidate will be a conscientious and enthusiastic team player with excellent organisational and communication skills. A good understanding of current NHS referral‑to‑treatment targets would be advantageous. You will need to demonstrate a clear understanding of confidentiality issues, be well‑motivated, reliable, and able to remain calm under pressure.

You will have an understanding of outpatient appointment booking, managing referrals and clinic booking. You will also be able to prioritise your workload and that of the team with constantly changing demands, meet agreed deadlines and use your own initiative. This includes ensuring referrals are dealt with in a timely manner and dealing with enquiries from patients and clinicians both in person, email, and on the phone.

Knowledge and experience of RTT pathways and referrals would be advantageous.

You will be responsible for the day‑to‑day supervision of the Gynaecology appointments. Good team working is essential for the effective delivery of the service. The successful candidate must be hard‑working and have a flexible approach to the post.

• Process outpatient referral letters to the Directorate within 24 hours of receipt, accurately recording details as required on Trust computerised systems.
• Support the 2WW with finding additional slots for the Gynaecology department.
• Provide General Gynae Advice & Guidance.
• Print Choose and Book referrals and monitor and action the ASI list.
• Check and action ERS daily.
• Ensure all information entered on CAMIS is accurate and up to date by confirming patient details at every point of contact.
• Amalgamate duplicate hospital numbers in accordance with duplication guidelines.
• Use the National Tracing Service to check NHS numbers and verify patient information for accurate data collection.
• Maintain accurate and up‑to‑date outpatient waiting‑list management and adhere to agreed national waiting‑time targets.
• Coordinate referrals to consultants for grading.
• Manage new and rescheduled outpatient appointments, ensuring patient and clinician requirements are met and that rapid access to clinics is provided as appropriate.
• Arrange appointments for investigations or additional patient tests as required by clinicians.
• Receive and handle phone calls from patients, relatives and carers concerning appointment changes or cancellations.
• Contact patients verbally to make and agree appointments; make a minimum of three attempts before sending a letter if no response.
• Confirm all appointments by letter to patient/parent or guardian, where appropriate for children.
• Liaise with consultants and secretaries regarding clinic availability.
• Assist with effective patient pathway management by arranging outpatient clinics and waiting‑list appointments on time and ensuring timely treatment in accordance with national standards such as the 18‑week RTT pathway.
• Prepare relevant correspondence and material for clinical teams.
• File all correspondence and documents promptly and cross‑reference them.
• Ensure patient notes are correctly completed with accurate investigative reports and correspondence in medical record case notes following guidelines.
• Coordinate clinics to ensure effective time management and utilisation.
• Ensure telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.
• Collaborate with medical, nursing, directorate, secretarial and clerical staff to promote efficient patient care.
• Contribute to feedback on waiting‑list management, data compilation and other management information requests.
• Adhere to Trust and departmental policies and contribute to policy and procedure reviews.
• Provide general administrative…