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Clinic Co-ordinator at University Hospitals of Leicester NHS Trust

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Job summary

We are currently looking for a hard working, enthusiastic and friendly person to join the administrative team within the Urology Department(CHUGGS), based on the Leicester General Hospital site.

You must be able to remain calm and pleasant at all times, be able to use your initiative and to be able to work unsupervised.

Experience of the HISS patient record system is desirable, but training can be given.

If you enjoy a challenge and would like to join this busy friendly unit, then this may be the post for you.

This is subject to Job Evaluation

Main duties of the job

The duties include answering the telephone, dealing with requests from GP’s to book appointments for patients, accessing the Choose and Book system, preparing medical records, sitting on clinic reception, ensuring that all patient’s results are acted upon quickly and accurately and dealing with patients who are listed for surgery.

About us

We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children’s Hospital and run one of the country’s leading heart centres.

Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.

We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.

Our purpose is to provide ‘Caring at its best’ and our staff have helped us create a set of values that embody who we are and what we’re here to do. They are:

  • We focus on what matters most
  • We treat others how we would like to be treated
  • We are passionate and creative in our work
  • We do what we say we are going to do
  • We are one team and we are best when we work together

Our patients are at the heart of all we do and we believe that ‘Caring at its best’ is not just about the treatments and services we provide, but about giving our patients the best possible experience.

About the University Hospitals of Leicester NHS Trust (

Job description

Job responsibilities

The post holder will be responsible for ensuring effective co-ordination of all elective outpatients, admissions, waiting lists and admission services within the Directorate in line with National Policy and locally agreed guidelines, using departmental and Trust systems and working practices.

The post holder will need to be an excellent communicator with strong interpersonal skills who can acknowledge the pressures on the medical staff to ensure that patient pathways are delivered in a timely and efficient manner.

Will work closely and as part of a team with nursing, secretarial and medical staff associated with each clinic.


To implement and be responsible for setting up, maintaining and monitoring the waiting list ensuring that suspensions, cancellations and DNAs are recorded and dealt with according to the UHL Patient Access Policy.

To ensure patient admission details are arranged in conjunction with agreed booking procedures, and patients informed by post or telephone. To ensure any cancellations are replaced as agreed with Consultants and inform theatres and wards etc.

Daily responsibility for making clinic appointments ensuring the accurate completion of the appointment outcome within 24 hours of the clinic.

To schedule admissions and appointments as delegated by Consultant teams.

To ensure that any special equipment / requirements (eg foreign case notes, interpreters, scans, x-rays and prosthesis) are arranged for admission.

Undertake the waiting list validation programme ensuring accurate and early identification of potential long waiters in line with recommendations of the UHL Patient Access Policy.

Run off pre-admission no outcome report to ensure all patients were admitted and operated on as expected.

To be responsible for ensuring that the administrative procedure for admitting patients continues during periods of sickness and annual leave.

Booking of long term flexible cystoscopy lists

To register all new referrals on HISS within 24 hours of receipt.

To issue new hospital numbers to patients new to the UHL and make up case notes with front sheet, labels and relevant inserts.

To ensure all new patients are placed on a waiting list and appropriate partial booking letters are sent prior to their impending appointment keeping within breach guidelines and current Trust policy.

Monitor closely patients progress throughout the partial booking process keeping Line Management aware of any problems.

Be responsible for liaising with consultants as to the urgency of appointments and sending out appropriate letters.

Case Note Management

To be responsible for the preparation of case notes for outpatient clinics, ensuring that all the relevant x-rays, test results and other information are available to the medical team on the day of the patients clinic appointment. This includes information from other hospitals.

To be responsible for transferring all case notes on the HISS system at the end of clinic to their appropriate destination ensuring that the case note tracking system is continually updated.

To ensure that all case notes and patient records are maintained in good condition thus preventing the loss or misplacement of vital patient information.

Appointment Duties

To receive appointment letters and take responsibility for liaising with consultants as to the urgency of the appointment required.

To arrange new appointments on the HISS system in line with the booking rules of the clinic, thus ensuring that all outpatients receive appropriate and timely appointments.

To be responsible for the reduction or cancellation of clinics in liaison with administration managers and individual consultant guidelines.

Adhere to the individual consultant guidelines for overbooking of clinics.Co-ordinate requests for appointments from wards, other hospitals, and medical secretaries ensuring that each patient receives the appropriate follow up appointment.

Identify overseas visitors according to the Trust policy, notifying the over-seas visitor Co-ordinator if necessary.

To ensure that ambulance transport is ordered for patients if necessary, thus ensuring that timely and appropriate transport is provided for outpatient requirements.

Provide a central point of enquiry for GPs secretaries, health visitors, other hospitals, patients and their relatives.

Ensure that all 2 week wait referrals are dealt with in a timely manner.


Reception Management

To provide a courteous, professional service at all times.

To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records.

At the end of the clinic to be responsible for ensuring accurate outcomes are recorded on the HISS system for each patient thus maintaining the full and accurate patient records.

Ensure that the patients time in outpatients is tracked on HISS in accordance with the Patients Access Policy.

Ensure that all HRG coding details are entered accurately onto HISS.

Data Quality

To ensure that the data inputted onto HISS is correct and as complete as possible.

To actively participate in the sharing of skills and experience in the Clinic Team associated with each speciality, aiding the spread of good practice throughout the team.

As part of the Clinic Co-ordinator team, to be responsible for the cover of sickness and absence amongst team members, ensuring the service is maintained at the required level.

To attend in-service training or meetings to ensure that the skills and knowledge are kept up to date and appropriate to the post.

The post holder will manage an agreed number of outpatient clinics and day case admissions for the Medical Team, liaising with patients, carers and staff at all levels.

Duties will include administrative support for local MDT and audit functions as required, and sorting and distributing post to relevant staff.

Will be responsible for the efficient administration of outpatients and day case appointments from initial referral to patient attendance and finally discharge from clinic, including adherence to RTT and Cancer pathway rules.

Will ensure that the information on HISS is correct and complete and validate that information on a regular basis.

Person Specification



  • GCSE English & Maths or equivalent
  • At least 1 year admin experience


  • Previous NHS experience
  • Knowledge of NHS systems & processes

Communications/Team work


  • Excellent communication skills
  • Able to work well as part of a team


  • Experience of dealing with complaints

Planning & organisation


  • Able to work using own initiative
  • Excellent organisational & priortisation skills
  • Can demonstrate attention to detail



  • Good understanding of confidentiality & data protection

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals of Leicester NHS Trust


Leicester General Hospital

Gwendolen Road



Employer’s website (Opens in a new tab)

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