Clinic Co-ordinator - Radiology

Job summary

INTERNAL APPLICANTS ONLY

The Clinic Coordinator (Radiology) delivers a high-quality, patient-focused appointment and clinic coordination service across the Radiology Department, supporting both the acute hospital site and the Community Diagnostics Centre (CDC). The role is responsible for managing radiology waiting lists and booking diagnostic imaging appointments in line with clinical priority, national waiting time targets, and available capacity.

Working closely with Radiology clinical leads, administrative colleagues, and multidisciplinary teams, the post holder ensures efficient use of scanner capacity, coordinates patient pathways, and supports delivery of key diagnostic targets, including the 13-week pathway. The role requires excellent organisational, communication, and problem-solving skills to manage appointments, respond to changes in service capacity, handle patient enquiries professionally, and maintain accurate records across multiple electronic systems.

The post holder also supports service improvement through patient tracking meetings, audit and governance activities, maintaining standard operating procedures, and providing administrative support across radiology modalities as required. Attention to detail, flexibility, and a commitment to compassionate, efficient, high-quality patient care are essential, alongside upholding the Trust's CARE values of Compassion, Accountability, Respect, and Excellence.

Main duties of the job

• Coordinate radiology waiting lists and appointment bookings for assigned imaging modalities.
• Manage scanner diaries, optimising appointment schedules to maximise capacity and utilisation.
• Monitor waiting lists, escalating capacity issues and supporting service performance.
• Contact patients by telephone, email, and letter to arrange, amend, or cancel appointments, providing clear and compassionate communication.
• Process cancellations, Did Not Attend (DNA) appointments, referral rejections, and pre-scan blood test requests in line with departmental procedures.
• Liaise with radiologists, radiographers, clinicians, and other healthcare professionals to coordinate patient care and additional requirements.
• Attend Radiology Patient Tracking List (PTL) meetings to support diagnostic performance targets.
• Maintain accurate patient records using Trust and Radiology IT systems, including CRIS, Maxims, Ideagen, Integra, and Microsoft Office.
• Manage shared and personal email inboxes, responding promptly to enquiries.
• Provide reception support and cross-cover across radiology booking teams as required.
• Contribute to meetings, audits, governance, quality improvement, and the review of SOPs, patient information, and correspondence.
• Ensure compliance with Trust policies on confidentiality, data quality, safeguarding, infection prevention, health and safety, equality, and information governance.

About us

Wye Valley NHS Trust is a member of an NHS Foundation Group with South Warwickshire NHS FT , the George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust.

Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye.

We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care we'd want for our family and friends.

More than 3,500 people work for the Trust - they tell us it's a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire.

We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential.

Russell Hardy, Trust Chairman: "The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential."

Our values -Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time...all the time.