Job overview

The role of the Booking Clerk / Receptionist is critical in providing efficient administration in all aspects of patient appointment booking including confirmation calling and back-filling short notice cancellations for outpatient appointments on Hutchings Ward.

Hutchings Ward operates as an outpatient clinic space supporting all aspects of Gastroenterology, Colorectal, and Upper GI outpatient clinics.

You will provide patient facing reception cover and all associated admin tasks to assist the clinical teams on Hutchings Ward, with strict adherence and compliance to the Trust’s Patient Access Policy. They will ensure that patients are treated with courtesy, dignity and respect.

Main duties of the job

The main duties of the job role include:

• Handling inbound calls for Hutchings Ward.
• Making outbound calls, including calls to patients prior to their appointment to confirm attendance.
• Monitoring short notice cancellations to clinics and backfilling appointments

·         Checking patients in for Outpatient appointments

·         Booking, cancelling and rearranging Outpatient appointments

·         Management of patient notes (tracing, requesting, etc.)

·         Setting up of clinics (including printing additional attendance lists/patient labels)

·         Associated administration tasks (completing outcomes, unloading notes, finding referrals etc.)

·         Maintaining a high standard of customer service

·         Use of hospital systems to effectively support the management of the patient journey

·         Managing clinic capacity

·         Managing pending lists and wait times

·         Managing spreadsheets as required

·         Processing new referrals from external and internal sources

·         Liaising with colleagues at all levels to ensure the patient journey is smooth

·         Assist clinical teams in the department with administrative tasks.

·         Work in accordance with the Trust policies at all times

·         Work in accordance with and always uphold the Trust Values

Working for our organisation

Hutchings Day Unit and outpatient ward is part of Gastrointestinal Services based on Level 8 of Torbay Hospital.

It has a multidisciplinary team consisting of Gastroenterology Consultants, Upper GI and Colorectal Surgeons, Specialist Nurses, AHP’s and the administrative support team.

The administrative team work closely to provide efficient administrative and reception support to the teams on the unit while delivering a high quality of care to each patient attending the department.

The department is well regarded across the Trust as a model example of how a mixed outpatient space can work well, and also benchmarks well both regionally and nationally.

Why Work With Us