The Clinic Coordinator is responsible for providing comprehensive administrative and coordination support to the Plastics and Vascular Surgery outpatient services, ensuring the efficient management of patient pathways and clinic activities. Working as part of the multidisciplinary team, the post holder will coordinate outpatient appointments, maintain patient records, manage clinic schedules, and support clinicians in delivering high-quality patient care.
The role requires excellent organisational, communication, and problem-solving skills to ensure patients receive timely access to services and a positive experience throughout their care journey. The Clinic Coordinator will act as a key point of contact for patients, clinical teams, and external organisations, ensuring all administrative processes are completed accurately and in accordance with Trust policies, NHS standards, and national targets.
Key Responsibilities
Coordinate and manage outpatient clinic appointments for Plastics and Vascular Surgery services.
Ensure patient pathways are accurately tracked and maintained in line with Referral to Treatment (RTT) and other NHS performance standards.
Prepare clinic lists, patient notes, and relevant documentation to support clinical activity.
Liaise with consultants, nurses, allied health professionals, GPs, and other departments to facilitate patient care.
Manage appointment bookings, cancellations, and rescheduling, ensuring clinic capacity is utilised effectively.
Respond to patient enquiries professionally and sensitively, providing information and support where appropriate.
Maintain accurate patient records on Trust systems and ensure data quality standards are met.
Monitor clinic outcomes and ensure follow-up actions are completed within required timescales.
Escalate capacity, scheduling, or pathway concerns to the appropriate manager when necessary.
Support service improvement initiatives and contribute to achieving departmental performance targets.
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Process outpatient referral letters to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.
Responsible for General Advice & Guidance
Responsible for printing Choose and Book referrals and monitoring and actioning the ASI list.
Check and action ERS daily.
Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.
Amalgamate duplicate hospital numbers in accordance with the duplication guidelines.
Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.
Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets
Coordinate referrals to consultants for grading.
Responsible for new and rescheduled new and follow up outpatient appointment processes ensuring that the requirements of the patient as well as the clinician are met, receiving and coordinating referrals to clinics and ensuring the rapid access to those clinics as appropriate.
Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.
Ensure patients are contacted verbally to make and agree appointments.
All appointments to be confirmed by a letter to patient/parent or guardian with regards to children.
Liaise with consultants and secretaries regarding clinic availability.
Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards such as the 18-week RTT pathway.
Receive and prepare relevant correspondence and material as required for clinical teams.
Ensure that all correspondence and documentation is filed promptly and cross referenced.
Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines.
Assist with the coordination of clinics to ensure effective time management and utilisation.
Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.
Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care.
Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.
Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures.
Provide general admin services including photocopying, filing, faxing and other office routines.
Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible.
Liaise with other hospital departments, GPs and other health care agencies when required.
To post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies.
Provide cross cover within team during absence complying with relevant organisational policy on attendance.
Receive and sort daily post, date stamp and distribute as appropriate.
Please see attached Job Description and Person Specification for a full list of all Roles and Responsibilities
