Booking Office Administrator
Job summary
An exciting opportunity has arisen for an enthusiastic, highly motivated, confident and organised individual with lots of energy who relishes a challenge, to join the Gloucestershire Community Dental Services in the role of Booking Officer.
The booking officer is considered a vital role within dental services. The role differs greatly from other administrative roles as it requires a complexity of key skills. If you enjoy being a team player, have excellent communication and negotiation skills, a good knowledge of dental terminology, good computer literacy and accuracy to gather information together then we would like to hear from you.
You will need to be able to balance the demands of an interesting and challenging role and manage your own workload effectively to meet deadlines and targets. You will enjoy working in a fast-paced environment and have the ability to prioritise duties according to conflicting priorities. A positive outlook and a flexible approach are essential.
Main duties of the job
- To provide a comprehensive booking service for patients and clinicians ensuring waiting time targets and clinical targets are met and all treatment for the Gloucestershire Community Dental Service (CDS) sites.
- To ensure that the waiting list is maintained correctly and patients referred to the Service receive an appointment for treatment in accordance with their clinical need.
- Monitoring progress of referrals, identifying problems and taking appropriate actions to ensure efficient man of referrals.
- To ensure that patients receive correct, concise information regarding their appointment in a format they can understand.
- To action clinic re-scheduling ensuring that clinical priorities are maintained and liaising directly with clinicians and nursing team where capacity problems exist.
- To manage the block booking appointments to ensure clinical priorities are maintained.
- Making judgements and decisions on flexing template capacity to achieve a balance between clinical priorities and waiting time targets.
- To ensure that patients receive a supportive and responsive service tailored to their specific needs particularly where barriers to understanding exist.
- To ensure accurate and timely data collection. Advising the management and nursing team where over or under capacity issues exist and to suggest ways of addressing these.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Surveygives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
- 89.7% believe they are making a positive difference to patients/service users;
- 73.3% would recommend the organisation as a place to work;
- 82.4% agree that care of patients and service users is the organisations priority;
- 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Date posted
27 November 2024
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,071 to £25,674 a year per annum (pro rata)
Contract
Permanent
Working pattern
Part-time
Reference number
327-24-1096
Job locations
Southgate Moorings
2 Kimbrose Way
Gloucester
GL1 2DB
Job description
Job responsibilities
- To provide a comprehensive booking office service at a range of Gloucestershire Community Dental Clinics across the county of Gloucestershire
- Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery
- Daily contact with patients, relatives, carers, translators, providing advice, information and guidance where necessary over the telephone.
- To be responsible for entering all personal details of patients onto the dental software accurately
- To assist with non-clinical triaging of all referrals received, monitor all current waiting lists.
- To coordinate the monitoring and data collection for all referrals.
- Keeping all dental staff up to date with waiting list information and when next available appointments for each clinician.
- Keeping clinicians recalls up to date on a monthly basis and dealing with Was Not Brought (WNB) and Failed to Attend (FTA) and reporting of any safeguarding issues to the Lead Clinicians.
- To ensure all patient records are stored and archived in accordance with Trust policies and procedures
- To act as an initial point of contact for all external enquiries from members of the public, health professionals and representatives from a range of organisations, and respond appropriately.
- To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone and face to face.
- To ensure all relevant administrative information is up to date and available for reference
- To undertake such other duties related to the work of the service as may be assigned that are consistent with the nature of the job and its level of responsibility
Job responsibilities
- To provide a comprehensive booking office service at a range of Gloucestershire Community Dental Clinics across the county of Gloucestershire
- Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery
- Daily contact with patients, relatives, carers, translators, providing advice, information and guidance where necessary over the telephone.
- To be responsible for entering all personal details of patients onto the dental software accurately
- To assist with non-clinical triaging of all referrals received, monitor all current waiting lists.
- To coordinate the monitoring and data collection for all referrals.
- Keeping all dental staff up to date with waiting list information and when next available appointments for each clinician.
- Keeping clinicians recalls up to date on a monthly basis and dealing with Was Not Brought (WNB) and Failed to Attend (FTA) and reporting of any safeguarding issues to the Lead Clinicians.
- To ensure all patient records are stored and archived in accordance with Trust policies and procedures
- To act as an initial point of contact for all external enquiries from members of the public, health professionals and representatives from a range of organisations, and respond appropriately.
- To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone and face to face.
- To ensure all relevant administrative information is up to date and available for reference
- To undertake such other duties related to the work of the service as may be assigned that are consistent with the nature of the job and its level of responsibility
Person Specification
Qualifications
Essential
- Grade C or equivalent English and Maths
Experience
Essential
- Experience of administration and reception duties
Desirable
- Ability to use business applications and electronic patient record systems
Skills
Essential
- Experience of using Microsoft Office packages e.g. Word, Excel, Power point
Qualifications
Essential
- Grade C or equivalent English and Maths
Experience
Essential
- Experience of administration and reception duties
Desirable
- Ability to use business applications and electronic patient record systems
Skills
Essential
- Experience of using Microsoft Office packages e.g. Word, Excel, Power point
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.
Employer details
Employer name
Gloucestershire Health and Care NHS Foundation Trust
Address
Southgate Moorings
2 Kimbrose Way
Gloucester
GL1 2DB
Employer's website
https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)
Employer details
Employer name
Gloucestershire Health and Care NHS Foundation Trust
Address
Southgate Moorings
2 Kimbrose Way
Gloucester
GL1 2DB
Employer's website
https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)
For questions about the job, contact:
Admin Team Lead
Marina Worrall
07976972950
Date posted
27 November 2024
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,071 to £25,674 a year per annum (pro rata)
Contract
Permanent
Working pattern
Part-time
Reference number
327-24-1096
Job locations
Southgate Moorings
2 Kimbrose Way
Gloucester
GL1 2DB
Supporting documents
Please view the full job description on NHS Jobs for attached documents.
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