Booking Clerk Royal Wootton Bassett, England
Job description
This position is for 15 hours per week, working 8.30am to 17.00pm on a Thursday and Friday as a role share. Additional time will be available for holiday cover as part of the role share.
We are a Consultant-led & Care Quality Commission regulated Dermatology and Plastic Surgery skin care centre, located just outside of Swindon in Wiltshire.
We are looking for an experienced Booking Clerk who is familiar with working within either an elective admissions department or GP surgery to join our team.
The role is Thursday's and Friday's 8.30am to 17.00pm with an hour unpaid lunch break. The salary is £9,033.77pa which equates to £11.55 per hour. Occasional Saturday's can be available and these can be taken in lieu or paid as overtime at the rate of time and a third.
So, a little about us:
We first opened our practice to patients in January 2022 and since then have grown successfully and received our first CQC inspection and rating of 'good' which we were extremely pleased about, all within our first year. Primarily our core business is as a Day Surgery Unit and Clinic Facility providing a wide range of treatments and local anaesthetic procedures, encompassing both Private & NHS patients. Initially the service will operate to provide a skin cancer diagnostic and treatment service to both private and NHS patients with likely expansion in the future.
We have an exciting position for an experienced Booking Clerk used to working on SystmOne and with ERS to join us in our practice in Royal Wootton Bassett.
Our team is important to us, after all it is our team who look after and support our patients and deliver the fantastic care that we would all expect. We're looking for someone who has a constructive, flexible approach, high level of communication and a positive can-do attitude to help us continue to grow. We have a fantastic opportunity to provide a quality service that is locally delivered for our community, and in time expand our range of services.
Main Duties And Responsibilities - what to expect:
Our Bookings team are the first contact that we have with patients, referral management centres, hospitals and other referring departments. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent tasks that pop up as in any busy patient facing environment.
Possessing effective communication skills whilst always maintaining patient confidentiality, you’ll start the patient on their journey with us ensuring they have everything they need and all their questions answered before they arrive. You must be confident, diplomatic and able to work in a busy environment with a pleasant and caring disposition. You will be required to have some experience and knowledge of the NHS and ideally experienced in the use of the Outpatient Module of the Patient Administration System (SystmOne), E-Referrals and Microsoft Word.
The below list provides information on important aspects of the role, but is not necessarily exhaustive as other responsibilities can arise day to day. Please note, this is primarily a telephone orientated role ideal for someone looking for a blend of administration and patient contact.
- Triage referrals received from the Electronic Referral Service to ensure that all required documentation is to hand prior to any surgery.
- Managing different incoming referral routes, from different NHS and private providers, which will have differing service specifications.
- Assist with incoming enquiries or appointments for the medical aesthetics skin care clinic.
- Contact patients to offer and arrange outpatient, day case theatre operations and dermatology appointments.
- Adhere to booking procedures, ensuring all required advice and guidance is provided prior to the appointment date and all questions are answered to support a seamless service.
- The delivery of a patient cancellation/postponement service in the event of outpatient activity being cancelled or changed and the re-arrangement of any patients who fall within the two week rule in appropriate new appointment slots.
- Full and proper use of our systems including the recording of reportable data to commissioners.
- Responsible for the provision of a comprehensive day to day booking & scheduling service for patients referred.
- Develop and maintain effective communication skills to ensure a high-quality service is provided when liaising with patients, GP’s and all other internal and external contacts to ensure patient’s appointments are made appropriately.
- To be responsible for ensuring that the booked appointment is made within the designated time limit, using either pre-designated two week wait appointments or liaising with the operational teams to set up capacity to see the patient.
- To be responsible for ensuring that new patient clinics are booked to their maximum capacity and working alongside the Practice Manager to rearrange clinics if necessary.
- Ensure all surgical appointments are scheduled within 18 weeks of referral date.
- The post holder works within well-defined boundaries, using initiative to make planning decisions as required. They will have access to the Practice Manager at all times.
- Adhere to, and participate in, our Safeguarding Policies.
- Display a professional, positive, and supportive attitude, upholding the care values of Cotswold Surgical Partners, which are:
Dignity and Respect - Quality Care - Accountable - Attentive - Collaborative
Support:
We provide a range of training, from mandatory elearning to face to face basic life support so you can assist in any emergency situation. You will work closely with our Booking Team Leader, Surgical co-ordinator and Theatre Team Lead to ensure safe and effective patient care throughout a patient's journey with us.
Cotswold Surgical Partners values the rich diversity, skills and abilities that people from differing backgrounds and experiences bring to the workplace. Every person working for, or on behalf of, this organisation plays a vital role in implementing its aim to create an inclusive working environment where diversity is welcomed.
If you require this information in an alternative format, please let us know by contacting us directly.
The successful candidate will be provided thorough training, including a range of statutory and mandatory modules that need to be passed successfully and adopted into every day working practices. You will be supported in your on-going professional development with annual appraisals and regular reviews, so every member of the team is fully confident and competent in their role.
Person Specification:
Attention to detail and accuracy including close and continual monitoring and checking of processes and work tasks. Work planning and management including scheduling and prioritising work tasks to meet strict deadlines. Efficient data collection, review and management plus good data entry skills. Able to identify problems quickly and accurately and implement workable solutions. Strict adherence to confidentiality regulations and ethical standards. The ability to communicate effectively with other employees and stakeholders.
Essential
- Must have administration and clerical experience.
- Experience in a similar role.
- Excellent communication and customer service skills, particularly by telephone as most appointment confirmation is completed in this way.
- NHS experience – desirable.
- Knowledge of NHS systems – desirable.
- DBS/criminal convictions check.
“Please note that should this vacancy attract sufficient interest it may be necessary to close the vacancy at an earlier date. We therefore suggest that you apply at an early stage to avoid disappointment.”
Job Types: Part-time, Permanent
Part-time hours: 15 per week
Salary: £11.55 per hour
Benefits:
- Company events
- Company pension
- Employee discount
- Health & wellbeing programme
- Private medical insurance
- Sick pay
Schedule:
- Monday to Friday
- Weekend availability
COVID-19 considerations:
We currently follow NHS recommendations
Ability to commute/relocate:
- Royal Wootton Bassett, SN4 8SY: reliably commute or plan to relocate before starting work (required)
Work Location: In person
