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JOB DESCRIPTION
Job Title: Radiology Appointment Coordinator
Band: AFC Band 3
Location: Radiology department
Optional site, MRI, Wythenshawe, Trafford, North Manchester
Reports To: Waiting List Manager
Accountable To: Operational Manager
JOB SUMMARY
The post holder will be required to work as part of a team of coordinators who are responsible for
providing a comprehensive and patient-orientated reception and central booking service to
Radiology. This is a multi-skilled role and the post holder will be expected to rotate on a regular
basis within different areas. On occasion you may be asked to work from a different site to
accommodate cross site booking. The hours are variable Monday to Sunday 8 - 8
The central booking function is the focal point for the receipt and administrative triage of referrals
to the Radiology Directorate. It is a multi-speciality department and the post holder will need to
gain in depth knowledge of a wide range of booking protocols/templates and specific standards
for each area to enable them to make, amend and cancel appointments. The reception function
requires a high level of face to face patient contact and involves the processing of referrals in a
“live” environment. For both functions the post holder will be required to liaise with a variety of
clinical and non –clinical staff from inside and outside of the Trust.
Main Duties and Responsibilities:
 Schedule and process all referrals within defined timescales ensuring that all relevant
details are entered correctly onto to the HIVE/RADIANT, Hospital Trust System and where
necessary other patient administration systems.
 Ensure that patients are offered appointments within the statutory waiting times, including
urgent and cancer referrals.
 Provide a telephone service to patients, from the booking office to arrange, amend or
cancel appointments.
 Where required contact patients directly to offer appointments or to ensure appointments

are convenient and will be kept.
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 Identify and report to the waiting-list manager any patient who may potentially breach
waiting times.
 Produce and issue appointment letters and preparation instructions as required along with
any necessary medication, in writing, by telephone and face-to-face at the reception
desks.
 To manage patients who do not respond to invitation letters or who do not attend in
accordance with departmental and Trust policy.
 At the reception areas deal face to face with patients’ and visitors’ enquiries and when
necessary use judgement to deal with problems or seek further advice.
 Liaise with ward staff to advise of patient preparation for Radiology procedures including
interventional tests and where necessary complete relevant check lists.
 Ensure that all patients are entered on to the appropriate waiting list or x-ray room
according to the examination specialty.
 Liaise with clinical colleagues to request the timely vetting of all referrals by appropriate
speciality to ensure waiting-times targets are adhered to.
 As required ascertain patients or ward staff that any medical condition that may affect the
radiology appointment is not present e.g. diabetic on Metformin, allergies to contrast
media, appropriate time in menstrual cycle etc.
 Liaise with wards/department/treatment centres and various units concerning admissions

and cancellations.
 Report to the line manager any requests to cancel or reduce clinical sessions with less
than six weeks’ notice.
 Identify and report to the line manager any urgent referrals which get postponed as a
result of cancellations or reductions in sessions.
 Accurately record any blood results or any other relevant clinical information received from
wards/patients and other sources prior to radiological investigation.
 Deliver completed prescriptions and collect medications from pharmacy.
 Deal with telephone enquiries from patients regarding preparation instructions and provide
advice when necessary, liaising with clinical colleagues as necessary.
 At reception direct patients, visitors, staff to appropriate waiting areas or examination

rooms and other areas of the department.
 As necessary provide support, induction and guidance to new members of the team.
Other Departmental Duties
Page |2
 Co-ordinate the provision of interpreters for patients’ as necessary.
 Arrange transportation of patients to and from the various wards, clinics and departments.
 Arrange delivery or transfer of specimens and samples as necessary.
 Collate and prepare all relevant paperwork for patients prior to appointment sessions,
reprinting from various systems and delivering to various locations as necessary.
 Answer all telephone calls’ politely ensuring the relevant information is passed on to the
appropriate person.
 Maintain sufficient stock levels of patient instruction leaflets.
 Receive, open, date- stamp and distribute post.
 Participate in departmental audits as required.
 Contribute to any relevant departmental improvement strategies.
 Maintain the confidentiality, safety, security and tidiness of the reception and central
booking areas reporting any adverse matters to the line manager.
 Attend mandatory hospital and departmental training as required.
 Undertake personal development according to Trust Policy.
 Undertake annual appraisal
 Undertake any other ad-hoc duties appropriate to the grade.
Summary
The job description is an outline or the key responsibilities of the Radiology Appointment
Coordinator and is not intended as an exhaustive list. The job may change over time to reflect
the changing needs of the Trust and its services, as well as the personal development needs of
the post holder.
GENERAL INFORMATION
Radiation Protection Regulations

The post holder must familiarise themselves with the Local Rules and the Directorate IR(ME)R
policies and procedures and ensure that they are strictly adhered to.
Health and Safety

The post holder must ensure that all safe working practices and safety precautions are adhered
to. They must be aware of the Department’s Health and Safety at Work Rules.
Security
The post holder has a responsibility to ensure the preservation of all NHS property and resources.
Page |3
Confidentiality
The post holder must maintain confidentiality at all times in all aspects of work.
Equal Opportunities
Manchester University NHS Foundation Trust encourages Equal Opportunities and operates an
Equal Opportunity Policy. All individuals regardless of race, ethnicity, nationality, gender or
disability are encouraged to apply for all posts advertised.
Smoking
The Trust operates a No Smoking Policy, which applies to all staff, patients and visitors and
extends to hospital grounds as well as internal areas. Staff appointed will undertake not to smoke
on hospital grounds.
Team Brief
The Trust operates a system of Team Briefing which is based on the principle that people will be
more committed to their work if they fully understand the reasons behind what is happening in
their organisation and how it is performing.
Page |4

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JOB DESCRIPTION

Job Title: Radiology Appointment Coordinator

Band: AFC Band 3

Location: Radiology department

Optional site, MRI, Wythenshawe, Trafford, North Manchester

Reports To: Waiting List Manager

Accountable To: Operational Manager

Main Duties and Responsibilities:

 Where required contact patients directly to offer appointments or to ensure appointments

 Liaise with wards/department/treatment centres and various units concerning admissions

 Deliver completed prescriptions and collect medications from pharmacy.

 At reception direct patients, visitors, staff to appropriate waiting areas or examination

Other Departmental Duties

 Arrange delivery or transfer of specimens and samples as necessary.

 Maintain sufficient stock levels of patient instruction leaflets.

 Receive, open, date- stamp and distribute post.

 Participate in departmental audits as required.

 Contribute to any relevant departmental improvement strategies.

 Attend mandatory hospital and departmental training as required.

 Undertake personal development according to Trust Policy.

 Undertake annual appraisal

 Undertake any other ad-hoc duties appropriate to the grade.

Radiation Protection Regulations

Health and Safety

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