Referrals Out Administrator

Organisation, prioritisation, IT skills, and attention to detail will be

crucial in this role as you will be responsible for sending urgent and routine

referrals to other providers and ensuring they have all the information needed

to continue the patient's care.

You will need to gather all the relevant information from different areas

of the patient record system, including booking forms, clinic letters, BMI and

blood results, and chase up any missing information with the clinicians or

patients.

Full training will be given on how to use our patient record system and

complete the role.

JOB

SUMMARY

The role (and team) is an integral part of the

patient pathway. You will undertake tasks essential to the smooth and effective

provision of quality care, providing an efficient level of service for patients

and their families.

The role will work within the priorities and

expectations set out by the Lead Referrals-Out Administrator.

It is essential the post holder displays organisation, prioritisation,

IT skills and attention to detail will be crucial in this role as you will be

creating referrals on patient records to other providers. You will need to gather all the relevant

information from the patient record system, submit it via email to the provider

& update the patient record.

AND RESPONSIBILITIES OF THE POST

Referral Processing

-

Process outbound referrals for diagnostics and

procedures in line with clinical instructions and referral pathways.

-

Ensure all referrals are correctly triaged,

recorded, and actioned within agreed timeframes.

-

Liaise with clinical teams and patients to clarify

referral details or gather additional information as needed.

-

Upload or send referrals via appropriate systems

(e-RS, email, secure portals).

Coordination &

Communication

-

Communicate clearly and professionally with

external providers (e.g., hospitals, imaging centres, specialist clinics) to

confirm referral receipt and appointment arrangements.

-

Respond to incoming queries from patients,

clinicians, and third parties regarding referrals, providing updates or advice

as appropriate.

-

Monitor referral progress and follow up to ensure

timely outcomes or to troubleshoot delays.

-

Managing multiple tasks, prioritising own workload,

and ensuring work is completed within target timeframes for processing routine

and urgent referrals.

-

Work closely with the wider DHC administration and

clinical teams to support seamless patient journeys.

Pathway

Knowledge & Relationship Management

-

Ensure knowledge and understanding of patient

pathways is maintained, including referral routes and any associated criteria

for trust hospitals and independent providers.

-

Develop and maintain relationships with other

providers we work closely with. Sourcing

new referral pathways, ensuring referral forms are updated, and the contact

address database is maintained accurately.

-

Contribute to maintaining and updating referral

protocols and standard operating procedures.

Data

Management & Reporting

-

Accurately input and update referral information in

clinical systems to support timely patient care.

-

Keep

thorough documentation and audit trails in line with data protection and

confidentiality policies.

-

Contribute

to performance monitoring through accurate data capture and referral tracking

insights.

General

-

Undertake

any other reasonable duties as commensurate with the nature of this role.

-

Maintain

mandatory training compliance.

WORK

SETTING AND REVIEW

To

manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Acting independently but, where necessary,

referring problems to the Referrals-Out Team Leader 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 the

Caldicott principles.

This is an excellent opportunity to join our fantastic Outpatients

department at Dorking Healthcare (DHC).You would be joining our existing team of 4, consisting of 3 other

administrators and a team leader.

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, and 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

service

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 encourages and promotes diversity, ensures all voices are heard and

included, and is committed to equal opportunities for all.

Experience

Qualifications

Attributes

Knowledge/Skills