Job summary Referrals In administrators are an integral part of the Outpatient team, booking in patients who have been referred by their GP ensuring that the process is both efficient and effective. This is achieved by accurately processing the referral. This role holds responsibility for processing all incoming referrals and ensuring appointments are booked within expected timelines. This role also involves dealing with enquiries where a high degree of confidentiality, sensitivity, discretion and tact is required. A degree of autonomy is an essential ability for this role. The appointed candidate will be required to think of their feet to deal with enquiries, making day-to-day decisions and escalating when appropriate to the Outpatients Management team We've seen an increase in our patient activity recently and we would like to expand the team so that we can continue to provide the excellent standard of care expected of us. Main duties of the job Organization, prioritization, IT skills and attention to detail will be crucial in this role as you will be creating referrals on patient records. You will need to review the referral to ensure the first appointment is booked with the appropriate Clinician. Good communication skills will be required to build positive and effective relationships with GP Practice and Referral Support Services. We will provide the training necessary to use our inhouse IT systems, however a good working knowledge of Microsoft Office would be beneficial. You will be required to always maintain patient confidentiality. Full training will be given on the patient record system and how to complete the role. About us This is an excellent opportunity to be a part of our organisation as we are going through a period of growth and looking to recruit a new Referrals In Administrator to our existing team of 2. Dorking Healthcare (DHC) is an organisation that provides a wide range of quality healthcare services in Surrey and Sussex. We are registered with the CQC (Care Quality Commission) receiving a Good status in our most recent inspection, we are an accredited AQP (Any Qualified Provider). Our vision is to continually improve local services for patients by offering first-class care and shorter waiting times. A can-do attitude is a vital asset at DHC and we are looking for like-minded individuals to work with us who share the same approach and work ethic. The benefits we offer include: Competitive salaries Membership of the NHS pension scheme 27 days annual leave plus bank holidays, increasing with length of service Access to an Employee Assistance Programme Opportunities for training, development and career progression Some of our sites have free on-site parking (subject to availability) We aim to be an employer of choice and conduct annual staff satisfaction surveys DHC actively encourage and promote diversity, ensure all voices are heard and included and are committed to equal opportunities for all. Date posted 01 April 2025 Pay scheme Other Salary Depending on experience Up to £24,500 per annum FTE Contract Permanent Working pattern Full-time, Part-time Reference number U0103-25-0024 Job locations Dorking General Hospital Horsham Road Dorking Surrey RH4 2AA Job description Job responsibilities JOB SUMMARY This role holds responsibility for processing all incoming referrals and ensuring appointments are booked within expected timelines. This role also involves dealing with enquiries where a high degree of confidentiality, sensitivity, discretion and tact is required. A degree of autonomy is an essential ability for this role. The appointed candidate will be required to think of their feet to deal with enquiries, making day-to-day decisions and escalating when appropriate to the Outpatients Management team. DUTIES AND RESPONSIBILITIES OF THE POST Process all incoming referrals accurately, entering data onto the Patient Record System, adding patients to triage waiting lists as appropriate and sending appointment letters to patients informing them of their booked appointment. Receive and deal with telephone and other enquiries regarding appointments from patients and referrers. Proactively accommodating urgent referrals so they are booked within the correct timeframes. Liaising with other outpatient departments to problem solve. Build positive and effective relationships with GP Practice and Referral Support Services. Create internal referrals from consultants to our inhouse diagnostic services. Filling short notice appointment slots by brining urgent and appropriate patients forward. Processing incoming and outgoing referrals under the PIDMAS scheme Organise workload efficiently in a complex, changing environment managing multiple tasks, a number of which are non-routine, ensuring that timeframes are met. Proactively identify emerging issues that may cause delays in the treatment of patients, informing the Outpatients Duty Manager when urgent action is required. Assist with slot filling, by bringing forward appropriate patients to ensure there are no wasted appointments. WORK SETTING AND REVIEW To manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to management or the appropriate consultant via the quickest route possible. CONFIDENTIALITY The post holder must maintain the confidentiality of information about patients staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles. Job description Job responsibilities JOB SUMMARY This role holds responsibility for processing all incoming referrals and ensuring appointments are booked within expected timelines. This role also involves dealing with enquiries where a high degree of confidentiality, sensitivity, discretion and tact is required. A degree of autonomy is an essential ability for this role. The appointed candidate will be required to think of their feet to deal with enquiries, making day-to-day decisions and escalating when appropriate to the Outpatients Management team. DUTIES AND RESPONSIBILITIES OF THE POST Process all incoming referrals accurately, entering data onto the Patient Record System, adding patients to triage waiting lists as appropriate and sending appointment letters to patients informing them of their booked appointment. Receive and deal with telephone and other enquiries regarding appointments from patients and referrers. Proactively accommodating urgent referrals so they are booked within the correct timeframes. Liaising with other outpatient departments to problem solve. Build positive and effective relationships with GP Practice and Referral Support Services. Create internal referrals from consultants to our inhouse diagnostic services. Filling short notice appointment slots by brining urgent and appropriate patients forward. Processing incoming and outgoing referrals under the PIDMAS scheme Organise workload efficiently in a complex, changing environment managing multiple tasks, a number of which are non-routine, ensuring that timeframes are met. Proactively identify emerging issues that may cause delays in the treatment of patients, informing the Outpatients Duty Manager when urgent action is required. Assist with slot filling, by bringing forward appropriate patients to ensure there are no wasted appointments. WORK SETTING AND REVIEW To manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to management or the appropriate consultant via the quickest route possible. CONFIDENTIALITY The post holder must maintain the confidentiality of information about patients staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles. Person Specification Attributes Essential Can do attitude to daily tasks, adversity and new ways of working Knowledge Essential Good working knowledge of IT systems. Experience in a patient / customer focused role. Proven problem solving experience Desirable Data protection in a health care environment. Previous NHS/private healthcare experience Qualifications Essential Good standard of education (Numerate and good standard of English) Desirable Understanding of medical terminology Skills and Aptitudes Essential Demonstratable administration and organisational skills. Ability to communicate effectively with a diverse group within the community. Ability to work electronically without recourse to paper based systems. Ability to maintain confidentiality at all times. Patient focussed. Ability to prioritise workload and manage time effectively. Desirable Systmone (NHS database). E-RS Person Specification Attributes Essential Can do attitude to daily tasks, adversity and new ways of working Knowledge Essential Good working knowledge of IT systems. Experience in a patient / customer focused role. Proven problem solving experience Desirable Data protection in a health care environment. Previous NHS/private healthcare experience Qualifications Essential Good standard of education (Numerate and good standard of English) Desirable Understanding of medical terminology Skills and Aptitudes Essential Demonstratable administration and organisational skills. Ability to communicate effectively with a diverse group within the community. Ability to work electronically without recourse to paper based systems. Ability to maintain confidentiality at all times. Patient focussed. Ability to prioritise workload and manage time effectively. Desirable Systmone (NHS database). E-RS 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 Dorking Healthcare Ltd. Address Dorking General Hospital Horsham Road Dorking Surrey RH4 2AA Employer's website https://dhcclinical.co.uk/ (Opens in a new tab)