About the Post
The post holder will be expected to provide primary administrative support to the consultants and clinicians, including booking follow‑up appointments, correspondence support and other administrative duties as required and as directed by the Team leader/Service Manager on a day‑to‑day basis according to service. Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
Responsibilities
* Monitor urgent investigation requests to ensure they are processed appropriately.
* Assist the Patient Pathway Team Leader and the Patient Pathway Manager with the management of the Diagnostic Patient Tracking List (PTL).
* Liaise with Inpatient Waiting List, Outpatient Booking and Cancer Access Teams to monitor the 18‑week RTT pathway and Cancer Access Standards.
* Monitor the 18‑week pathway and Cancer targets for patients awaiting treatment.
* Ensure compliance with 18‑week RTT and Cancer access targets, expediting appointments/surgery to avoid breaches.
* Maintain an accurate and current filing system: letters, clinical reports, diagnostic test results and other notes filed in the correct patient notes on EPR (paper or electronic).
* Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).
* Update patient details on EPR, ensuring patients awaiting discharge are processed, and update the Patients Missing Follow‑Up List.
* Act on queries from referrers, patients and other parties in liaison with clinical staff, providing reassurance and support.
* Book appropriate follow‑up appointments; if unable to book within required timescales, escalate to the Team Leader and consultant.
* Respond to telephone queries, taking clear messages to relevant staff for prompt action.
* Use Scan IT to maintain high‑standard electronic health records filing and timely scanning of paper records onto the EPR.
* Actively use and manage the work lists in Revenue Cycle to manage Patients Missing Follow‑Up and Deferred patient lists.
* Book interpreters for patients prior to appointments and admissions.
* Actively review patient DNAs, liaise with appropriate clinical staff and reschedule appointments per local processes.
* Add additional list capacity on EPR as directed by management.
* Book patients as required; book patients for surgery and liaise with consultants to manage theatre lists.
* Have excellent knowledge of 18‑week RTT rules, Cancer waiting targets and Screening wait times; use the OUH Elective Access Policy to proactively manage patient pathways.
* Undertake validation of the 18‑week RTT PTLs and contribute to validation of the cancer PTL.
* Escalate pathway issues to the Patient Pathway Team Leader and Service Manager.
* Book in clinical priority and breach date order, monitoring the 18‑week/Cancer/PTL or screening list to identify and process late additions.
* Recognise patients on cancer care pathways and link with MDT Coordinator/Tracker to actively manage them through diagnosis and treatment.
* Ensure Trust systems are updated with patient pathway status and maintain data quality.
* Liaise with internal and external colleagues to share patient pathway information, expedite journeys, and coordinate appointments at other hospitals or organisations.
* Ensure inter‑provider transfers are timely, appropriate paperwork completed and sent/received.
* Ensure accurate information is added to EPR, Infoflex and other internal/external IT systems and databases.
About the Trust
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country, providing a wide range of general and specialist clinical services. The Trust comprises four hospitals – the John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
This advert closes on Tuesday 7 Apr 2026.
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