Oxford University Hospitals NHS Foundation Trust is seeking an organised, proactive and customer-focused Private Patient Co-ordinator to join its Commercial Directorate. This role offers an exciting opportunity to support a high-quality private patient service within one of the largest NHS teaching trusts in the UK.
The post holder will coordinate the private patient journey from referral through to treatment, ensuring bookings, financial authorisations, documentation and system records are managed accurately and efficiently. Acting as a central point of contact, you will liaise with consultants, patients, insurers and internal teams to support a smooth, professional and financially compliant service.
Key responsibilities include managing patient bookings (outpatient, inpatient and theatre activity), confirming funding arrangements, maintaining accurate records, and responding to enquiries in a timely and customer-focused manner. You will play a critical role in ensuring both an excellent patient experience and effective income capture for the Trust.
The ideal candidate will have proven administrative or coordination experience, strong organisational skills, excellent communication, and a high level of attention to detail. The ability to prioritise a busy workload and work confidently with a range of stakeholders is essential. Experience in healthcare, private patient services or financial authorisation processes is desirable.
The main duties of this role are to coordinate the end-to-end private patient pathway, ensuring that referrals, bookings, admissions, authorisations and related documentation are managed efficiently and accurately. The post holder acts as a key point of contact for patients, consultants, secretaries, insurers and internal teams, helping to ensure that private patient activity is organised in line with Trust procedures and financial requirements. The role also involves maintaining accurate system records, supporting billing and pre-authorisation processes, resolving queries, and working closely with divisional and operational colleagues to deliver a high-quality, responsive and compliant private patient service.
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel .
Key Duties and Responsibilities
Patient Pathway Coordination
- Coordinate private patient pathways from referral through to treatment, ensuring activity is organised efficiently and in line with agreed processes.
- Manage private patient bookings, including outpatient appointments, inpatient admissions, theatre activity and pre-assessment requirements, as appropriate.
- Liaise with consultants, secretaries, clinical teams and ward staff to confirm activity plans, admission readiness and bed availability.
- Ensure all private patient activity is recorded accurately on the relevant patient administration and clinical systems and kept up to date throughout the pathway.
Financial Authorisation and Billing Support
- Ensure that all private patient activity has appropriate financial authorisation in place prior to admission or treatment, in accordance with Trust procedures.
- Liaise with insurers and sponsors to obtain and validate pre-authorisation details and confirm funding arrangements.
- Identify self-pay patients and ensure deposits, quotations, agreements and related documentation are obtained in advance of treatment where required.
- Support accurate billing by ensuring activity is fully captured, recorded correctly and aligned across operational and financial systems.
- Escalate cases where authorisation, funding or documentation is incomplete or inconsistent.
Customer Service and Stakeholder Management
- Act as a key point of contact for private patient enquiries, providing clear, professional and timely information to patients, consultants and internal teams.
- Develop effective working relationships with consultants, divisional teams, insurers and operational colleagues to support smooth delivery of private patient services.
- Manage queries, concerns and issues appropriately, escalating where necessary and ensuring a high standard of service throughout the patient journey.
Administrative, Governance and Team Responsibilities
- Maintain accurate records, audit trails, correspondence and departmental trackers in support of private patient activity.
- Manage telephone, email and shared inbox enquiries efficiently and in line with service expectations.
- Ensure compliance with Trust policies, information governance requirements, data protection legislation and relevant private patient procedures.
- Contribute to audits, service improvement activity, team objectives and training and development requirements.
- Undertake other duties commensurate with the grade and nature of the post
