Paediatric Outpatients Administrator/ Receptionist | Bedfordshire Hospitals NHS Foundation Trust
| Posting date: | 27 May 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £24,169 pro rata |
| Hours: | Part time |
| Closing date: | 26 June 2025 |
| Location: | Bedford, MK42 9DJ |
| Company: | Bedfordshire Hospitals NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 7228158/418-COR8158-MR |
Summary
The Post Holder is a member of the paediatrics outpatient team responsible for the administration of the out-patient pathway, and will need to work strictly within the Government’s Access targets for outpatients and Choose & Book, ensuring patient pathways are in line with 18 Weeks Referral to Treatment targets. Duties include ensuring the correct and timely input of patient information onto the Patient Administration System (PAS) and providing a high quality supporting service within the Paediatric Outpatient Team, supporting with outpatient booking and the outpatients receptionist. The Post Holder must be able to communicate well with patients and their relatives, the general public and a wide range of multi-professional staff, internal and external to the Trust. In order to provide a support service to the clinical staff, a versatile approach is essential and the ability to cope with a large number of different tasks simultaneously is a prerequisite of this post. All aspects of this role should be carried out in line with Trust Policies and Procedures on data collection and confidentiality. Confidentiality in all matters is of the utmost importance. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate the Trust values.
· Reporting to the Out-patient Coordinator; assisting in administration and relevant tasks for the 18 week and urgent referral pathways as delegated by the Coordinator.
· Accurate patient administration: new and follow-up appointments are made as necessary, agreeing dates and times with patients.
· Accurately managing appointments and inputting phlebotomy appointments into PIMS
· To deal with patients and external and internal staff enquiries promptly and efficiently in person or via the telephone or email, in a courteous and confidential manner and provide assistance as required.
· To monitor patient attendance to clinics (virtual and face to face) and have an overall view on the daily outpatient activity in Children’s Outpatients to ensure smooth running of the service.
· Supporting the outpatient receptionist.
· Adhere to Trust & Government targets, Data protection and Data Quality.
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
• To work strictly within the Government’s Access targets for outpatients and Choose & Book ensuring patients are seen in order of clinical priority and subsequently by date of referral, Identifying patients with the longest waiting times and highlight any potential breaches to the Outpatient Coordinator / Service Manager for escalation and action.
• To understand and work within the Access Policy and the 18 Week Pathway, inputting the correct RTT codes and validate the patient pathway where appropriate.
• To ensure that all referrals are raised accurately on the PIMS system for any letters received from General Practitioners and other sources.
• Booking, amending, rescheduling or cancelling clinics as requested by the Out-patient Coordinator.
• Booking, amending, rescheduling, or cancelling phlebotomy appointments
• Accurately inputting relevance phlebotomy activity into PIMS system.
• Prepare and send out outpatient notification letters or notifying by phone where necessary.
• To ensure appointment lists are maintained and prepared daily in readiness for clinical work.
• To ensure patients are placed onto appropriate clinic waiting list and validation of all waiting list entries is carried out weekly, where all referrals have a valid outcome within the specified time.
• To liaise with hospital transport as necessary for patients attending the department in accordance with Trust policy.
• Responsible for the escalation of risks or pressures in achieving data completion.
• Show empathy when dealing with emotionally distressed patients or family members.
• Be able to concentrate whilst working in a busy, potentially noisy environment.
• Deal with daily internal and external post.
• To have comprehensive understanding of the duties of, and provide support to, the outpatient receptionist, to provide cover when necessary. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics, ensure that the Reception area is well maintained and patient’s records are to be scanned and returned to the Records Library or after each clinic session and ensure at the end of each day, clinic reconciliation is carried out to include DNA outcomes.
• Any other duties relevant to the area of work.
This advert closes on Friday 30 May 2025