Referrals Out AdministratorNHS

Job summary

Referrals Out Administrators are an integral part of the Outpatients team, processing the onward referrals for patients who have been referred elsewhere for diagnostics or procedures.

The key responsibilities are ensuring that referrals are sent within the expected timeframes, with all required information included, and actively monitoring the flow of information throughout the patient pathway.

Please note: This role is not eligible for visa sponsorship, and the successful candidate must have existing right to work in the UK.

We screen and shortlist suitable candidates as applications are received. We reserve the right to close this vacancy early and without notice if we fill the position. Therefore, we encourage early applications to avoid disappointment.

Main duties of the job

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 description

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.

DUTIES 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.

About us

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:

• 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 encourages and promotes diversity, ensures all voices are heard and included, and is committed to equal opportunities for all.