Urology Booking Co-ordinator
Closing date: 24 June 2026.
Only current NHS employees in Worcestershire and Herefordshire are eligible.
Location: Booking Team based across Kidderminster, Redditch and Worcester sites.
Main duties of the job
Work as part of the Booking Team to plan, book and schedule appointments and procedures ensuring that both Government and Trust targets are met.
Managing follow‑up and procedure waiting lists, ensuring appropriate prioritisation of patients and offering choices of day and time where possible.
Collaborating with the Manager to optimise utilisation of capacity.
Handling all administrative enquiries, including incoming calls and emails, and assisting patients and staff with booking / re‑booking appointments.
Job responsibilities
The post holder will be responsible for running reports, selecting patients from the waiting list, dating procedures and outpatient appointments across hospitals in Worcestershire. You will ensure that patients are booked into appropriate clinical sessions based on their medical needs.
Key duties include:
* Adding patients to appropriate clinician wait lists for procedures.
* Contacting patients via telephone to confirm dates.
* Booking activity at Alexandra Hospital, Kidderminster Treatment Centre and Worcester Royal Hospital.
* Canceling and rescheduling procedures / outpatient appointments as indicated by clinical or management teams, sometimes at short notice.
* Actioning changes to individual appointments while ensuring patients are seen within agreed clinical priority and that written confirmation is immediately sent.
* Ensuring patients receive an acknowledgement letter or are promptly appointed in line with agreed booking arrangements and the Patient Access Policy.
* Selecting patients from waiting lists in chronological order and appointing them according to prioritisation given by medical staff.
* Highlighting clinically urgent requests to clinicians when capacity does not permit booking.
* Removing patients who request removal following validation and informing clinical staff.
* Monitoring utilisation of procedure slots, raising concerns about over‑booking / under‑booking with the relevant Directorate Manager or clinician.
* Escalating capacity problems to relevant managers.
* Calculating potential breaches and informing Directorate Managers of long‑wait breaches.
* Responding to queries and complaints from patients, managers or clinicians regarding bookings and waiting times, and escalating serious issues to the appropriate manager.
* Liaising with GPs, Managers, Clinicians and administrative staff regarding referrals, bookings and waiting times.
* Setting up and maintaining a work schedule that prioritises and delivers all tasks within required timeframes each week, especially during holiday periods.
* Ensuring that all patient recorded data, both manual and computerised, is handled according to agreed policies and procedures.
* Adhering to all policies and procedures, undertaking training where new policies are implemented, particularly those relating to Health Records, confidentiality and information security.
* Carrying out general administrative work associated with referrals, appointments and waiting lists according to booking service standards.
* Performing any other duties within the grade as requested by Directorate Management Team.
Qualifications
* GCSE English and Maths at Grade C or above.
Experience
* Previous experience of dealing with members of the public and working as part of a team.
* Previous booking coordinator / hospital experience; knowledge of patient pathways and the Patient Access Policy.
Personal Qualities
* Ability to work in demanding conditions with a high volume of activity.
* Accuracy and attention to detail.
* Willingness to work with team members to develop office and communication systems in line with evolving practices.
* Flexibility and adaptability.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check.
Employer name
Worcestershire Acute Hospitals NHS Trust
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