Outpatient Clinic Coordinator - External Disease

Moorfields - A global leader in Ophthalmology

We are Moorfields Eye Hospital NHS Foundation Trust. Founded in 1804, Moorfields Eye Hospital is a world-class centre of excellence for eye health services, ophthalmic research, and education.

With more than 2,300 staff we are proud to be supported by one of the most diverse workforces in the NHS. Every year we treat more than 700,000 patients at City Road in central London and at our 22 satellites sites, and, in partnership with the UCL Institute of Ophthalmology and Moorfields Biomedical Research Centre we lead one of the most impactful ophthalmic research programmes in the world.

We train many of the leading eye care clinicians in the UK and internationally and have a global reputation for quality and professionalism in ophthalmic care. In addition, we also operate commercial divisions that provide care to private patients in both London and the Middle East.

The new centre will be flexible and modern, enabling us to bring together healthcare, eye research and education under one roof for the first time.

If you want to be part delivering world class eye health services and you share our values: excellence, equity, and kindness, then we would love to hear from you!

Job overview

An exciting opportunity has arisen to join the team at Moorfields External Disease Department at City Road as an outpatient clinic co coordinator.

We are looking to recruit a dynamic and enthusiastic clinic co coordinator, the successful candidate will have worked in a similar role within the NHS and have a proven track record of delivering successful outcomes in a fast-paced environment, including converting enquiries into outpatient appointments

You will be confident in communicating with stakeholders at all levels, in person and by telephone/email and be committed to delivering excellent customer service.

Main duties of the job

To provide effective clinic management, reducing over-booking of clinics and helping to ensure a positive experience for patients.

To provide a professional, comprehensive and efficient reception and administration service to the Trust’s outpatient clinics based at Moorfields, City Road.

To promote a positive image of the Trust’s outpatient services through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patient care first.

To ensure high standards of data entry and quality are achieved and sustained across all services, in both paper and electronic record-keeping.

To ensure adherence to the Trust’s Access Policy at all times.

To work as part of a large administrative team and provide cross- cover as and when required.

To actively reduce the number of hospital appointments not attended by confirming follow-up appointments with patients face-to-face where possible.

Working for our organisation

At Moorfields, we provide more than just an excellent career and great colleagues to work with.

We also offer:

• Salary including High-Cost Area Supplement
• Opportunity to join the NHS Pension Scheme
• Free 24/7 independent counselling service
• Learning and development opportunities
• Easy and quick transport links
• A range of attractive benefits and discounts
• Access to Blue Light Card and other NHS Discount Schemes
• Free Pilates classes
• Full support and training to develop your skills
• Flexible working friendly organisation

And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.

Detailed job description and main responsibilities

To manage designated clinics in line with agreed clinic profiles, reducing over-booking and ensuring that patient numbers are adjusted to clinician availability.

To liaise with the responsible clinician to provide regular updates regarding the status of their clinic profiles, in an agreed format.

To use a variety of systems to monitor clinics and clinician availability e.g. PAS.

To provide a high standard reception service and general administrative support to designated outpatient clinics, being a first point of contact to patients.

To identify all patient AIS requirements and record the data accurately on the Trust’s electronic system.

Ensure clinic digital screens and whiteboards are updated with the correct and most recent information.

Accurately record the patient’s attendance in clinic and time of departure.

Record outpatient outcomes updating Referral To Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.

To book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments.

Ensure follow up appointments are booked according to agreed Key Performance Indicators and in line with treatment protocols.

To provide patients with up to date information relating to waiting times in clinic.

Ensure all appointment cancellations and alterations are correctly recorded and highlight any issues identified with appointment bookings to clinicians working in accordance with the Trust’s Access Policy.

Ensure all clinics are ‘cashed’ accurately and promptly on electronic administration systems within agreed Key Performance Indicator standards.

Track all patient Health Records appropriately to the relevant service, using the electronic case note tracking system.

Respond to appointment requests and other queries via email from clinicians promptly.

To liaise with the clinical and nursing teams working in clinics to keep them informed of any problems that may impact on the running of the clinic and ensure clinic capacity and resources are optimised.

Ensure patient information is obtained and recorded on Trust electronic systems and that this is checked regularly and updated both electronically and in the patient’s health record, as evidenced through data quality audits.

Maintain a good knowledge of RTT and apply this to appointment bookings where appropriate.

Prepare notes for clinic and transport to and from clinics as required.

Person specification

Education / Qualifications

• Educated to GCSE level (including English and Maths to GCSE A-C), or equivalent qualifications.

• Evidence of continuing education and development

Experience

• Administrative experience

• Administrative experience within NHS Settings
• Ophthalmology experience

Knowledge / Skills / Abilities

• Proficient in the use of MS Office IT software packages (eg MS Excel, Word)
• Appreciation and awareness of the data protection act
• Excellent oral and written communication and interpersonal skills

Due to the nature of this position, employment is subject to proof of eligibility to work in the UK, completion of a satisfactory DBS disclosure and two references. We do not offer visa sponsorship for roles unless clearly stated in our adverts, so please consider this before applying.

Our commitment to equality, diversity and inclusion is at the heart of our organisational culture. As part of our pledge to take positive action in recruitment we encourage applications from under-represented candidates including BAME (Black, Asian, and Minority Ethnic) and Disabled candidates as we work towards a representative workforce that is able to provide the quality, the dignity and respect and to deliver above and beyond.

Please speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

If we receive sufficient applications, we will close this ad prior to the closing date. You are advised not to delay submitting your completed application.

If you would like to discuss any reasonable adjustments before applying or would like an accessible version of any recruitment documents, please contact the recruitment team at [email protected].

https://www.moorfields.nhs.uk/work-for-us