Outpatient Coordinator

Job overview

The Lindo Wing is a busy and clinically diverse private patient unit and our outpatient/reception team provide support to approximately 2,000 patients per month. We additionally have a private patient presence at the Western Eye Hospital.

We have a well-established reception/administrative team who undertake the essential work necessary to underpin all clinical outpatient activity of private patients throughout the Trust.

The post holder will work as a member of the wider Lindo administrative team and their duties will involve setting up outpatient clinics, raising invoices, meeting with the public and professional staff from a wide variety of specialities and as such you will need to have a flexible and professional approach to your work. You will also work closely with the nursing team.

Exceptional customer care skills are essential. You will need to have attention to detail, a calm, positive and problem-solving approach. Previous experience in a busy healthcare setting would be an advantage.

You will need to be able to work effectively as part of a team as well as on your own initiative liaising with many other hospital departments and staff at Imperial College Healthcare Trust.
Our outpatient/reception offers a service from 08.00-20.00 Monday to Friday, and the team shares a rota to cover these hours with early, standard and late shifts.

Main duties of the job

• Act as the focal point for all enquiries in the Lindo Wing and liaise with the senior nurse and senior midwife on a daily basis to ensure the effective running of the service and arrange outpatient appointments as directed by the nursing staff.
• Report maintenance issues to the estates and hotel services departments.
• Assist with the management of the outpatient clinics in liaison with the nursing staff, including arranging further investigations and follow up appointments- inform patients of correct procedures.
• Maintain a neat and tidy personal appearance including the wearing of the uniform provided and Trust Identification.
• Redirect patient and departmental mail to the relevant destinations.
• With the team of Receptionists be responsible for all outpatient billing, Register patients on ICHIS and Compucare. Identify charges where applicable updating patient information, generating invoice and invoicing on day of investigations.
• Create outpatients invoices and receive payment for outpatient appointments after 5pm.

Working for our organisation

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career. Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.

For both overviews, please view the Job Description attachment with the job advert.

Person specification

Education/ Qualifications

Essential criteria

• A-Levels or equivalent knowledge or experience including English Language and Maths with evidence of numeracy and literacy.
• Computer literate.

Experience

Essential criteria

• Previous experience (12-18 months) in a busy reception in a private unit.
• Experience of dealing with the public successfully.
• Knowledge of basic financial procedures
• Minimum of 1 year’s experience of invoice production in a healthcare environment.

Desirable criteria

• Knowledge of Cerner and Compucare. Previous healthcare experience preferably in a private setting

Skills/Knowledge/ Abilities

Essential criteria

• Excellent customer care skills to suit working in a private sector.

Desirable criteria

• Able to use and develop a basic understanding of medical terminology

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on

We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with general data protection regulation (GDPR).

Vacancy Closing Date

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).

Employer certification / accreditation badges

Application numbers

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.