Outpatient Receptionist

South Warwickshire University NHS Foundation Trust

Outpatient Receptionist

The closing date is 05 July 2026

The Outpatient Department at Warwick/Stratford Hospital offers a wide range of clinical experience providing care for patients attending for clinics across 36+ specialities.

An exciting opportunity has arisen to join the Warwick/Stratford Hospital Outpatients Receptionist Team. We are seeking an enthusiastic highly motivated individual with excellent communication skills who has the ability to work as part of a multi-disciplinary team.

We are looking for someone who is positive, progressive and forward thinking. To carry out clerical duties in all aspects of the computerised Health Records Service within the Warwick and Stratford Main Outpatient Departments giving support to patients, medical staff and the management process, maintaining an effective customer focused service.

Support and training will be provided for the successful candidate.

We are accepting applications for part time positions - working a combination of set shifts which include 08:00-13:30 and 12:00-17:00 Monday - Friday
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To carry out clerical duties in all aspects of the computerised Health Records Service within the Warwick and Stratford Main Outpatient Departments giving support to patients, medical staff and the management process, maintaining an effective customer focused service.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Principle duties will be amongst the following dependant on area of work on the day:

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• View the Clinics prior to starting, make a note of any changes and pass this information to the nursing staff
• Check which waiting areas are designated for each clinic in the session
• Register patients onto the computer system, check their details and make any amendments as necessary i.e.: addresses, ethnic codes, telephone numbers etc. Print new labels for patient case notes with these updated details
• Relay to the patients on arrival details of any clinic delays and direct the patients to the appropriate designated waiting area
• Book follow-up appointments for patients and complete transport request forms as appropriate
• Outcome all clinic lists ensuring all data is recorded correctly i.e.: future appointments/codes and enter ad-hoc appointments onto database
• Find and enter necessary information for Missing Data and the Un-Outcomed report
• Locate Inpatients for Visitors and direct Patients & Visitors to other Hospital areas
• Establish new system procedures as required
• Participate in audits
• To perform any other duties commensurate with the grade, as directed by the Team Leader, or Clinical Leads
• Liaise directly with other unit departments to give or obtain information, including the reporting of maintenance or supply problems
• Support the Booking Co-ordinators in contacting patients to attend appointments at short notice or when their appointments have to be cancelled or rescheduled if required.
• Accurately add patients to the appropriate inpatient or outpatient waiting list including processing inpatient booking forms and clinic outcome forms
• To book appointments and print off and send letters to patients i.e. confirmation letters, reschedule letters, did not attend letters as required
• Be aware of a patients 18 week pathway and the impact this will have when cancelling or rescheduling an appointment and ensuring the patient is informed.

Perform Call handling duties as required:

• Answer telephone in an efficient, prompt and polite manner
• Make appointment bookings using PAS and the E-referrals application of all New and Follow-up appointments within set guidelines
• Contact patients to attend appointments at short notice or when their appointments have to be cancelled
• Deal with queries and liaise with the Dedicated Clerks and all grades of staff in relation to appointment queries or slot capacity issues and transfer callers to relevant extensions where necessary
• Liaise with reception staff, notifying them of patient cancellations on the day of clinic
• Arrange transport/Interpreters for follow-up…