The Edinburgh Clinic Logo
The Edinburgh Clinic
March 24, 2022
40 Colinton Road, Edinburgh, EH10 5BT, Edinburgh, United Kingdom
Job Type


With effect from 1 June 2022 Aspen Healthcare Ltd will be transferring to Nuffield Health, and all terms and conditions associated with any offer of employment that will commence on or after this date will align to Nuffield Health.

The Edinburgh Clinic are looking for three Patient Administrators to join the team on a permanent basis, working 37.5 hours and 20 hours per week.


To provide an effective and efficient bookings management service. Daily responsibilities range from filing, booking outpatient appointments, booking theatre procedures, clinic diary management, theatre diary management, managing all NHS activity (outpatient and theatre), filing, data input, scanning, sending out patient information, answering calls, and dealing with email enquiries, manual handling and general office duties. In addition – proactively working with hospital departments and consultants to provide a best practice service in the delivery of patient bookings administration at the clinic. The role is telephone/desk based.


¨ Responsible for the correct booking of all outpatient appointments and theatre admissions, management of all NHS patient bookings (clinic and theatre).

¨ Daily correspondence with the relevant clinical and non-clinical departments regarding any changes to the clinic’s bookings activity.

¨ The position requires booking patient appointments (outpatient/imaging) and theatre procedures, also providing full administrative support for all NHS work.

¨ Responsible for proactively preparing NHS notes, within agreed service levels, for outpatient appointments and/or day case admissions. Ensure that accurate and complete patient case notes are delivered to the appropriate clinical departments within agreed service levels prior to the appointment or admission date.

¨ Responsible for collecting all bookings notes and correspondence, on a daily basis, to and from the relevant departments.

¨ Providing flexible and multi-disciplinary administration and customer service support across all channels of NHS work.

¨ Communicate well both by telephone and face to face with patients and consultants.

¨ Maintain an excellent telephone manner at all times.

¨ Be able to advise patients on their appointments and any clinical stipulations.

¨ Computer literate for booking and maintaining patient administration systems. Managing all appointments and theatre bookings on the computer systems.

¨ Taking responsibility for cancelled lists ensuring patients and clinic staff are advised and alternative appointments/admissions made.

¨ Ensuring patients complete necessary paperwork prior to their appointment/procedures.

¨ Booking patients’ clinic appointments into all outpatient diaries.

¨ Booking appointments and clinic management of the visa medical service.

¨ Booking patients’ theatre procedures into all theatre sessions.

¨ Dealing with enquiries and making appointments via telephone, e-mail, fax, and in person.

¨ To ensure that the telephone is answered promptly and callers are transferred to the relevant department.

¨ Checking for and arranging appointments and theatre bookings from the electronic referrals system, e-mails from website, telephone and written enquires.

¨ Be able to advise patients on our range of treatments and fees.

¨ Responsible for scanning NHS medical records on to our electronic administration system (APAS), and following the process for sending medical records to the relevant NHS locations following patient’s treatment at the clinic as part of the service agreement.

¨ Management and data input of NHS patients treatment within the clinic ensuring the correct information and excel spreadsheets are updated as per the service agreement.

¨ Booking patients into theatre and liaising with consultants to ensure efficient theatre management.

¨ Theatre diary management, liaising with the clinical teams and theatre manager ensuring that all procedures are booked correctly into the theatre sessions.

¨ To maintain records, including paper based, data systems and to enter data into systems as required. Ensuring all reports are forwarded to relevant referrers.

¨ Providing support to the wider clinic and administration team with ad hoc assistance when required.



· GCSE or equivalent in English & Maths

· Proven attention to detail with a high level of accuracy

· Excellent written and verbal communication skills

· Evidence of ability to work effectively in a team environment and independently as required

· Flexibility and adaptability to meet the changing needs of the business

· Excellent customer service skills

· Good computer skills at a level to meet the requirements of the position

· Proven customer service skills


· HNC or HND in administration or business

· Private healthcare experience

· Record management experience

Contract length: permanent

Application deadline: 28/01/2022

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