Outpatient Booking Officer

Job overview

We are recruiting a Outpatient Booking Officer to join our team in ensuring the smooth coordination of outpatient services. You will manage patient tracking lists, book and validate appointments on EPR, and proactively monitor elective, RTT, and cancer pathways to prevent delays or breaches. This role is key to supporting clinicians, optimising clinic capacity, maintaining accurate patient records, and delivering a high-quality patient experience.

Main duties of the job

• Ensure accurate and comprehensive patient records and clinical details including outpatient referrals are added onto EPR in a timely manner, according to agreed standards, (the Trusts' Elective Access Policy and Data Quality).
• Book appointments on EPR as per Trust procedures in line with the Trusts Elective Access Policy and ensure all referrals are clinically triaged within 48 hours.
• Ensure that patients on ERS (Electronic Referral System) are given appointment dates in accordance with clinical priority and length of wait, and that patients on the ASI list are managed accordingly.
• Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised.
• Ensure that the patients' 18 week RTT pathway is correct on EPR before undertaking any changes.
• Be responsible for manging designated patient tracking lists (PTL) and attend weekly PTL meetings with the management teams.

• To ensure all clinician annual leave and changes in outpatient sessions are accurately recorded
• Take a lead to resolve clinic cancellation issues by communicating with colleagues and arranging cover or alternative clinics where required.
• The post holder is expected to develop an understanding of the Trust Elective Access Policy and related procedures, and to make a positive contribution to the ongoing development of elective administration processes.

Working for our organisation

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

Person specification

Education/Qualifications

Essential criteria

• Education to A level or equivalent (NVQ 3) or equivalent training/experience

Desirable criteria

• NVQ4 IT qualifications e.g. ECDL (obtained or working towards)

Experience/Skills

Essential criteria

• • Up to date experience of MS Windows and common application programmes (e.g. Word, Excel, PowerPoint)
• • Excellent diary maintenance scheduling skills
• • Excellent communication skills both written and verbal
• • Excellent understanding of medical terminology
• • An understanding of outpatient waiting list management
• • NHS experience
• • An understanding of Elective Access Referral to Treatment Pathways

Desirable criteria

• • Project Management skills
• • Willingness to develop computer technology skills
• • Trust's Elective Access Policy
• • EPR Experience

Abilities

Essential criteria

• • Excellent organisational ability
• • Ability to prioritise
• • Innovative
• • Able to work independently and as a member of a team
• • Flexible approach to team work and working hours
• • Evidence of team working/ building and leading

Interpersonal/Communication skills

Essential criteria

• • Reliable and organised
• • Excellent interpersonal skills
• • Paying attention to detail
• • Hard working and ability to work to deadlines
• • Positive, enthusiastic attitude
• • Highly diplomatic and professional

Desirable criteria

• • Evidence of interacting with a wide range of people

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Documents to download

• OBO (PDF, 328.4KB)