Booking Coordinator Obs&Gynae

Posting date:	09 September 2025
Salary:	£24,937.00 to £26,598.00 per year
Additional salary information:	£24937.00 - £26598.00 a year
Hours:	Full time
Closing date:	23 September 2025
Location:	Worcester, WR5 1DD
Company:	NHS Jobs
Job type:	Contract
Job reference:	C9365-25-0780-2

Summary

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST JOB DESCRIPTION Post Title: Booking Co-ordinator Pay Band: 3 Hours: Part Time 17.5 hours per week Contract: 12 Month Fixed Term post to cover Maternity Leave Location / Department: Worcester (countywide) Accountable to: Directorate Manager Reports to: Directorate Support Officer Key Working Relationships: Internal: Consultants, Medical Secretaries, Specialist Registrars, Nursing Staff, Clinical Directors, Directorate Team, Health Records, other booking staff External: GPs Risk Assessment: Due to the nature of the work, the post holder may be exposed to prolonged VDU work. Job Purpose: To ensure the efficient and effective administration of Gynaecology waiting lists and scheduling of patients. Ensure personal skills and knowledge relating to waiting time targets and booking processes, as per the guidelines and procedures. To work effectively as a team member and rotate across all administration tasks undertaken within the office. To deal with patients, relatives and others members of the public and staff politely and efficiently, as the same time complying with Trust policies and procedures. Ensure confidentiality and security of patient information and Trust business. The post has no line management or budgetary responsibility. Key Duties: General Duties: Listen and advise on patient queries regarding appointments. Ensure patients receive the correct instructions and correspondence related to their specific procedure. To receive new referrals for procedures (repeats and first time referrals) and ensure they are added to the waiting list in accordance with agreed timescales. To book patients for appointments face-face or via telephone in a professional and timely manner. Administer the partial or full booking process for elective/surveillance admissions, generating acknowledgement letters, invitation letters, reminders and notifying non-responders of their removal from waiting lists. Notify Consultant secretaries/GPs of non-responders for further action. Throughout each phase maintain Patient Administration System (Oasis) records and the scheduling records to ensure a full audit trail is available for each patient. To ensure that confirmed bookings are added to OASIS, the scheduling system and the reporting system. To ensure that an OASIS record is kept of any offers or decline dates for procedures. In particular recording information to assist with diagnostic and 18 week targets. To deal with patient queries relating to booking in a pleasant, polite and efficient manner in order to fulfil the Trusts responsibility in accordance with the Patient Access Policy. To organise and send the necessary correspondence and/or documentation. This will involve using the Patient Administration System (Oasis). To monitor and action Patient Tracking Lists (PTLs), informing the Directorate Support Manager/Directorate Manager of any potential breaches as soon as possible. Hold an interest with assisting with the management of the scheduling system. To receive and action requests to cancel or reduce hysteroscopy sessions from clinicians or the department. Input these details onto the scheduling system to ensure that no patients are booked onto unstaffed sessions. To search for the next available booking slot to ensure that patients are offered the earliest possible date within the maximum waiting time, according to the booking rules and priority category. To ensure that the Directorate Support Manager is informed well in advance if the waiting time is likely to go over the maximum wait or if cancelling an endoscopy session will lead to a waiting time breach. To manage and administer the waiting lists for the Hysteroscopy service, Myosure service and , Minor Procedures clinic, selecting, sending for and booking patients in chronological order and according to prioritisation (also ensuring the endoscopy lists are managed in accordance with consultants booking instructions). The waiting list must be kept accurate and up to date at all time. To ensure that any pooling of patients is carried out according to agreed instructions. To reschedule or cancel admissions at the patient or hospitals request, ensuring that OASIS, the scheduling system, and the Endoscopy Reporting System are kept up to date. Confirm cancellations and rescheduled dates in writing to the patients. To check all patient details are correctly maintained on the PAS when negotiating TCIs with patients. Register new patients as required on receipt of referrals. To ensure that all sessions are appropriately filled with patients according to the agreed booking rules and ensuring that cancellations are re-filled. To ensure all short notice vacant slots are filled to avoid wastage of capacity To ensure that the Cancer two week wait office is able to independently book into the schedule by educating the team in the booking rules. To collect any DNAs from the department each day and take appropriate action, such as re-booking with patients over the phone or sending standardised removal from the waiting list letters Identify and inform the Directorate Support Manager of problems with planning and procedural processes which may affect the smooth running of the department. Assist other members of the booking team as and when required. Ensure that the team is able to cover the bookings in the absence of the post holder.