Referrals In AdministratorinDorkinginDorkingPUBLISHED TUE 1 APR 2025

Referrals In administrators are an integral part of the Outpatient team, booking in patients who have been referred by their GP ensuring that the process is both efficient and effective. This is achieved by accurately processing the referral.

This role holds responsibility for processing all incoming referrals and ensuring appointments are booked within expected timelines. This role also involves dealing with enquiries where a high degree of confidentiality, sensitivity, discretion and tact is required.

A degree of autonomy is an essential ability for this role. The appointed candidate will be required to think of their feet to deal with enquiries, making day-to-day decisions and escalating when appropriate to the Outpatients Management team

We've seen an increase in our patient activity recently and we would like to expand the team so that we can continue to provide the excellent standard of care expected of us.

Organization, prioritization, IT skills and attention to detail will be crucial in this role as you will be creating referrals on patient records. You will need to review the referral to ensure the first appointment is booked with the appropriate Clinician.

Good communication skills will be required to build positive and effective relationships with GP Practice and Referral Support Services.

We will provide the training necessary to use our inhouse IT systems, however a good working knowledge of Microsoft Office would be beneficial. You will be required to always maintain patient confidentiality.

Full training will be given on the patient record system and how to complete the role.

About us

JOB SUMMARY

This role holds responsibility for processing all incoming referrals and ensuring appointments are booked within expected timelines. This role also involves dealing with enquiries where a high degree of confidentiality, sensitivity, discretion and tact is required.

A degree of autonomy is an essential ability for this role. The appointed candidate will be required to think of their feet to deal with enquiries, making day-to-day decisions and escalating when appropriate to the Outpatients Management team.

DUTIES AND RESPONSIBILITIES OF THE POST

• Process all incoming referrals accurately, entering data onto the Patient Record System, adding patients to triage waiting lists as appropriate and sending appointment letters to patients informing them of their booked appointment.
• Receive and deal with telephone and other enquiries regarding appointments from patients and referrers.
• Proactively accommodating urgent referrals so they are booked within the correct timeframes.
• Liaising with other outpatient departments to problem solve.
• Build positive and effective relationships with GP Practice and Referral Support Services.
• Create internal referrals from consultants to our inhouse diagnostic services.
• Filling short notice appointment slots by brining urgent and appropriate patients forward.
• Processing incoming and outgoing referrals under the PIDMAS scheme
• Organise workload efficiently in a complex, changing environment managing multiple tasks, a number of which are non-routine, ensuring that timeframes are met.
• Proactively identify emerging issues that may cause delays in the treatment of patients, informing the Outpatients Duty Manager when urgent action is required.
• Assist with slot filling, by bringing forward appropriate patients to ensure there are no wasted appointments.

WORK SETTING AND REVIEW

To manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to management or the appropriate consultant via the quickest route possible.

CONFIDENTIALITY

The post holder must maintain the confidentiality of information about patients staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles.