Reservations Co-ordinator inBrentford inBrentford PUBLISHED 30 SEP 2024

PERMANENT

Healthshare Group rWCzZeZk

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Prepare, compile and sort documentations for data entry/scanning etc.

Healthshare Clinic Norwich is part of Healthshare group, a clinically-led organisation who place the patients experience, expectation and outcome at the forefront of every decision. Our vision is to be the best independent community healthcare organisation in the UK that is trusted by patients, chosen by policy-makers and regarded with pride by all our team. We aim to continually evolve and learn through evidence and experience to help people improve their health.

We are seeking to recruit a Reservations Coordinator to coordinate the day to day smooth operation of the clinic. The post holder will support the front of house and referral management centre with patient referrals and waiting lists, ensuring professional communication with patients. The post holder will be required to coordinate and support any additional administrative roles required by the service.

To undertake coordinating duties in a safe and professional manner.
To operate the patient referral system across the organisation managing the clinical diaries and associated tasks.
To assist the FOH and RMC in the management of referrals, booking patients into pre assessment appointments.
Waiting list management and processing of patient data via patient administration systems as and when required.
Professional communication with patients via face 2 face, emails, phone.
Maintain professionalism at all times including personal appearance and professional manner.
Maintain Trackers up to date.
Maintain Theatre calendars up to date.
Coordinate and reserve Consultants advance dates and open the clinics on PS as required for the rest of the reservations staff.
Holidays cover across the reservations unit where required to keep an eye on additional bookings.
Reservation office ownership and feedback to the supervisor/line manager about any issues
Support with PS portal development by providing feedback for website improvements.
Train new/bank or agency staff with reservation bookings- when required.
Review the tracking sheet for pain clinic and ERS foot and ankle- gather monthly statistics.

About us

Key Working Relationships

Patients, relatives, patients carers
Operational Managers, supervisors, unit leads and Company Directors
Clinical staff and administrative staff
GPs and surgery staff
Informatics, Finance, HR, Service Development

Specific Duties and Responsibilities

To be the first point of contact for patients when attending clinic, via the phone and via email.
To support the clinicians working within the services, eg: cancellation of clinics; to book interpreters; check and update clinical diaries.
To deal with complaints in a timely and professional manner. Escalate to line manager when and wherenecessary.
To deal effectively with patient enquiries, queries and appointment requests
To register patients using organisational systems (Soliton and Patient Source, any other platforms that are required).
To deal effectively and sensitively with all issues relating to patients in an appropriate, factual and confidential manner.
To maintain a healthy and safe working environment for self, patients colleagues.
To inform line Manager of any factors affecting delivery of service as soon as they arise.
Undertake Endoscopy reception duties, front of house reception duties, reservations duties when/as required according to your ROTA.
Prepare, compile and sort documentations for data entry/scanning etc
To adhere to contract policies and procedures with regards to booking of patients correctly and into the appropriate clinics.
To be proactive in terms of ensuring that all clinics are filled to capacity.
To comply with data integrity and security policies.
To actively communicate with your team members and line manager/supervisor/ clinical staff to assist service delivery.

Organisational

To follow the instructions provided by the line manager/ supervisor and decide priorities for own working area, balancing other patient related and professional demands, and ensure that these remain in accordance with those of the section as a whole.
To be responsible for organising and planning own caseload to meet service and patient priorities.
Readjust plans as situation change/arise.
To be aware of Health and Safety aspects of your work area, including your prompt recording and reporting of accidents to senior staff, and ensuring equipment use is safe.
To comply with the Healthshare organisational and departmental policies and to be involved in their reviewing and updating as appropriate.
To undertake any other duties that might be considered appropriate by the team.
To complete all mandatory training as assigned.

To undertake coordinating duties in a safe and professional manner.
To operate the patient referral system across the organisation managing the clinical diaries and associated tasks.
To assist the FOH and RMC in the management of referrals, booking patients into pre assessment appointments.
Waiting list management and processing of patient data via patient administration systems as and when required.
Professional communication with patients via face 2 face, emails, phone.
Maintain professionalism at all times including personal appearance and professional manner.
Maintain Trackers up to date.
Maintain Theatre calendars up to date.
Coordinate and reserve Consultants advance dates and open the clinics on PS as required for the rest of the reservations staff.
Holidays cover across the reservations unit where required to keep an eye on additional bookings.
Reservation office ownership and feedback to the supervisor/line manager about any issues
Support with PS portal development by providing feedback for website improvements.
Train new/bank or agency staff with reservation bookings- when required.
Review the tracking sheet for pain clinic and ERS foot and ankle- gather monthly statistics.

About us

Key Working Relationships
Patients, relatives, patients carers
Operational Managers, supervisors, unit leads and Company Directors
Clinical staff and administrative staff
GPs and surgery staff
Informatics, Finance, HR, Service Development

Specific Duties and Responsibilities
To be the first point of contact for patients when attending clinic, via the phone and via email.
To support the clinicians working within the services, eg: cancellation of clinics; to book interpreters; check and update clinical diaries.
To deal with complaints in a timely and professional manner. Escalate to line manager when and wherenecessary.
To deal effectively with patient enquiries, queries and appointment requests
To register patients using organisational systems (Soliton and Patient Source, any other platforms that are required).
To deal effectively and sensitively with all issues relating to patients in an appropriate, factual and confidential manner.
To maintain a healthy and safe working environment for self, patients colleagues.
To inform line Manager of any factors affecting delivery of service as soon as they arise.
Undertake Endoscopy reception duties, front of house reception duties, reservations duties when/as required according to your ROTA.
Prepare, compile and sort documentations for data entry/scanning etc
To adhere to contract policies and procedures with regards to booking of patients correctly and into the appropriate clinics.
To be proactive in terms of ensuring that all clinics are filled to capacity.
To comply with data integrity and security policies.
To actively communicate with your team members and line manager/supervisor/ clinical staff to assist service delivery.

Organisational
To follow the instructions provided by the line manager/ supervisor and decide priorities for own working area, balancing other patient related and professional demands, and ensure that these remain in accordance with those of the section as a whole.
To be responsible for organising and planning own caseload to meet service and patient priorities.
Readjust plans as situation change/arise.
To be aware of Health and Safety aspects of your work area, including your prompt recording and reporting of accidents to senior staff, and ensuring equipment use is safe.
To comply with the Healthshare organisational and departmental policies and to be involved in their reviewing and updating as appropriate.
To undertake any other duties that might be considered appropriate by the team.
To complete all mandatory training as assigned.

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