Outpatient Booking Officer

We are looking for a proactive, motivated individual to work in a busy Plastic Surgery environment within the Specialist Surgery Directorate. The successful candidate will support the delivery of timely, high‑quality care by managing patient appointments, referrals and tracking lists.

Responsibilities

• Book new patient appointments in order of priority and date, using the EPR and Trust procedures.
• Upload referrals for clinical triage and ensure clinical details are captured in the EPR within agreed standards.
• Manage the 18‑week RTT pathway and maintain accurate Patient Tracking Lists (PTL).
• Ensure referrals on the Electronic Referral System (ERS) and ASI list are allocated appointment dates promptly.
• Act on patient and hospital cancellations, maximising elective capacity and offering appropriate cancellation places.
• Record clinician annual leave and changes to outpatient sessions accurately.
• Resolve clinic cancellation issues by coordinating cover or alternative clinics.
• Attend weekly PTL meetings with management teams.
• Provide information and advice to patients and relatives regarding appointments.
• Communicate cancellations to relevant parties with reasons.
• Work independently, prioritise tasks and organise own time.
• Respect confidentiality of electronically stored information in line with Data Protection and Patient Confidentiality policies.
• Assist other administrative departments as needed.
• Provide training to new staff under the direction of the Team Leader.

Qualifications

• Minimum education to A level or equivalent (NVQ 3) or relevant training/experience.
• Experience working in the NHS and knowledge of the 18‑week wait pathway.
• Proficient with MS Windows, Word, Excel, and PowerPoint.
• Excellent diary maintenance and scheduling skills.
• Strong written and verbal communication skills.
• Knowledge of medical terminology and outpatient waiting list management.
• Understanding of Elective Access Referral to Treatment Pathways and the Trust’s Elective Access Policy.
• Project management skills and ability to prioritise tasks.
• Independent working style with a flexible approach to team work and working hours.
• Attention to detail, reliability, and a positive, enthusiastic attitude.
• Willingness to develop computer technology skills.
• Current Disclosure and Barring Service check (where required). The role is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975.

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