Job summary
Spencer Private Hospitals is looking to recruit a friendly,
professional, and enthusiastic Private Patient
Bookings Officer to join our motivated administration
team.
The successful candidate will play an important role in delivering an
outstanding customer service experience to both self-pay patients and
patients covered by private medical insurance.
The Private Bookings Department works closely with consultants across a
wide range of specialties at all three of our hospitals, providing an
efficient, seamless, and supportive booking service for patients.
This is a busy and varied role, ideal for someone who enjoys working in
a fast-paced environment, has excellent organisational skills, and is
confident managing multiple tasks and priorities.
You will need to be approachable, proactive, and able to maintain a
high standard of customer service while working effectively as part of a
team.
The position is primarily home-based (WFH).
However, on a small number of occasions and as required, you may be asked to
attend our sites in Margate, Ashford,
Canterbury, or Head Office in Betteshanger, so candidates
should have convenient access to these locations.
Hours: Full-time, 37.5 hours per week, Monday to Friday.
Please note you must have sufficient broadband speed to be able to work from home.
Interview Date: WC 5th October
Main duties of the job
As a Private
Patient Bookings Officer, you will be responsible for providing an efficient,
professional and friendly booking service to self-pay and privately insured
patients.
Key duties will
include coordinating appointments and procedures, liaising with consultants
& their medical secretaries, clinical teams, insurers and patients,
ensuring all bookings are processed accurately and promptly.
You will manage a
busy workload, prioritising tasks and responding to enquiries by telephone
and email while maintaining a high level of customer service.
You will also
ensure patient and booking information is recorded accurately and in line
with confidentiality requirements.
About us
Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
Free on-site staff carparking
Staff discount for treatments
Enrolment into a staff pension scheme
Investment in staff training
Annual salary increment
Additional benefits available in line with our NHS colleagues
Local retail discounts
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.
Details
Date posted
03 September 2026
Pay scheme
Other
Salary
£26,532.74 to £28,292.47 a year
dependent upon qualifications and experience
Contract
Permanent
Working pattern
Full-time,
Home or remote working
Reference number
E0005-26-0034
Job locations
Units 2 & 4 Almond House
Betteshanger Country Park
Betteshanger, Deal
Kent
CT14 0EN
United Kingdom
Job description
Job responsibilities
Job
Purpose:
To provide
a sympathetic, professional and efficient service to patients.
To book Private
Patient Outpatient appointments for Consultants who Spencer represent.
To book
Private Patient Inpatients procedures for Consultants who Spencer represent.
To
maintain accurate electronic patient records and bookings system whilst
liaising with customers, staff, Consultants, patients, and other service users.
To
generate estimates for self-paying patients.
Key
Relationships
Patients
Relatives, Friends and Family
Consultants
NHS Colleagues
Telephonist Team
Outpatient Teams
Reception Teams
Ward Teams
Theatre Teams
External Medical Secretaries
SMT
Key
Responsibilities
Financial
To
ensure all Private Patient Inpatient appointments and bookings are entered onto
the electronic system in an accurate and timely manner
To
ensure all Private Patient Outpatient appointments and bookings are entered
onto the electronic system in an accurate and timely manner
To
generate estimates for self-paying patients and accurately adding these to
patient records
Process
private referrals in a quick and timely fashion, liaising with relevant parties
where appropriate
Business
Development
Provide a quality service for customers and local
service users
Continue
to improve the relations with Consultants
To foster and continue strong working relationships
between the Reception Teams, GPs and Consultants
Work towards retaining ISO9001 2015 & ISO14001
2015 Accreditation
Quality
To
participate in in-house training sessions and attend meetings and discussions
when required
To
continually maintain accurate electronic records and bookings systems
To
assist in any clerical duties considered necessary for the smooth running of
the department i. e. sending appointment letters, sending emails, requesting
results, data entry etc.
To answer
telephone / email enquiries, relay messages and liaise with Consultants,
secretaries, and departments within the hospital in a timely manner
To provide
a sympathetic and professional patient service
To
act in a discreet, diplomatic, and tactful manner at all times
To
ensure that all local policies and legal requirements relating to clinical
care, Information Governance, GDPR and Health and Safety are complied with
Workforce
To
work under supervision and direction of the Senior Outpatient Officer to ensure
a smooth service
To attend staff appraisal and
identify personal needs and set and evaluate personal objectives
To
ensure that all upcoming Private Patient outpatient clinics are ready
electronically on the in-house computer system ensuring full capacity is
achieved
To
ensure that all upcoming Private Patient Inpatient admissions are ready
electronically on both the in-house computer system and any Trust based systems
used, maximising capacity
To
ensure accurate processing of Private Patient Outpatient bookings for a variety
of patient categories including self-pay and privately insured patients
To
ensure accurate processing of Private Patient Inpatient bookings for a variety
of patient categories including self-pay and privately insured patients
To
liaise closely with Consultants on availability for Private Patient outpatient
clinics
To
ensure the accurate management of electronic patient files, including creating,
amending and discharging
Assist staff, patients and Consultants
with queries, dealing tactfully with sensitive issues
Equal Opportunities
It is the aim of the hospital to
ensure that no job applicant or employee receives less favourable treatment on
the grounds of age, sex, race, colour, nationality or ethnic or national
origins, or is not placed at a disadvantage by conditions or requirements which
cannot be shown to be justifiable. To
this end, the hospital has an Equal Opportunities Policy and it is for each
employee to contribute to its success.
Health & Safety
All Employees must be aware of the responsibility placed on
them under the Health and Safety at Work Act (1974), to ensure that the agreed
safety procedures are carried out to maintain a safe environment for employees
and visitors. Individual employees
should also refer to specific health and safety requirements within their own
job descriptions.
Data Protection
If required to do so, to obtain, process and/or use
information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered
purpose, and not to use or disclose it in any way incompatible with such
purpose. To disclose data only to
authorised persons or organisations as instructed by Spencer Private Hospitals.
Customer Care
It is the aim of the hospital to provide patients and
clients with the best possible care and service. In order to meet this aim all of our staff
are required, at all times, to put the patient or client first and do their
utmost to meet their requests and needs courteously and efficiently.
Confidentiality
To ensure that confidential information is not disclosed
about Spencer Private Hospitals (including information regarding patients and
staff) to any unauthorised member of staff, or to anyone outside the employment
of Spencer Private Hospitals.
This job description is intended to
reflect, in outline, the responsibilities of the post holder, which may change
over time with corporate or local business needs of Spencer Private
Hospitals. It will therefore be subject
to periodic review and amendment in the light of changing circumstances and
following consultation with the post holder.
Job responsibilities
Job
Purpose:
To provide
a sympathetic, professional and efficient service to patients.
To book Private
Patient Outpatient appointments for Consultants who Spencer represent.
To book
Private Patient Inpatients procedures for Consultants who Spencer represent.
To
maintain accurate electronic patient records and bookings system whilst
liaising with customers, staff, Consultants, patients, and other service users.
To
generate estimates for self-paying patients.
Key
Relationships
Patients
Relatives, Friends and Family
Consultants
NHS Colleagues
Telephonist Team
Outpatient Teams
Reception Teams
Ward Teams
Theatre Teams
External Medical Secretaries
SMT
What you will do
As a Private
Patient Bookings Officer, you will be responsible for providing an efficient,
professional and friendly booking service to self-pay and privately insured
patients.
Key duties will
include coordinating appointments and procedures, liaising with consultants
& their medical secretaries, clinical teams, insurers and patients,
ensuring all bookings are processed accurately and promptly.
You will manage a
busy workload, prioritising tasks and responding to enquiries by telephone
and email while maintaining a high level of customer service.
You will also
ensure patient and booking information is recorded accurately and in line
with confidentiality requirements.
Job
Purpose:
To provide
a sympathetic, professional and efficient service to patients.
To book Private
Patient Outpatient appointments for Consultants who Spencer represent.
To book
Private Patient Inpatients procedures for Consultants who Spencer represent.
To
maintain accurate electronic patient records and bookings system whilst
liaising with customers, staff, Consultants, patients, and other service users.
To
generate estimates for self-paying patients.
Key
Relationships
Patients
Relatives, Friends and Family
Consultants
NHS Colleagues
Telephonist Team
Outpatient Teams
Reception Teams
Ward Teams
Theatre Teams
External Medical Secretaries
SMT
Key
Job
Purpose:
To provide
a sympathetic, professional and efficient service to patients.
To book Private
Patient Outpatient appointments for Consultants who Spencer represent.
To book
Private Patient Inpatients procedures for Consultants who Spencer represent.
To
maintain accurate electronic patient records and bookings system whilst
liaising with customers, staff, Consultants, patients, and other service users.
To
generate estimates for self-paying patients.
Key
Relationships
Patients
Relatives, Friends and Family
Consultants
NHS Colleagues
Telephonist Team
Outpatient Teams
Reception Teams
Ward Teams
Theatre Teams
External Medical Secretaries
SMT
Financial
To
ensure all Private Patient Inpatient appointments and bookings are entered onto
the electronic system in an accurate and timely manner
To
ensure all Private Patient Outpatient appointments and bookings are entered
onto the electronic system in an accurate and timely manner
To
generate estimates for self-paying patients and accurately adding these to
patient records
Process
private referrals in a quick and timely fashion, liaising with relevant parties
where appropriate
Business
Development
Provide a quality service for customers and local
service users
Continue
to improve the relations with Consultants
To foster and continue strong working relationships
between the Reception Teams, GPs and Consultants
Work towards retaining ISO9001 2015 & ISO14001
2015 Accreditation
Quality
To
participate in in-house training sessions and attend meetings and discussions
when required
To
continually maintain accurate electronic records and bookings systems
To
assist in any clerical duties considered necessary for the smooth running of
the department i. e. sending appointment letters, sending emails, requesting
results, data entry etc.
To answer
telephone / email enquiries, relay messages and liaise with Consultants,
secretaries, and departments within the hospital in a timely manner
To provide
a sympathetic and professional patient service
To
act in a discreet, diplomatic, and tactful manner at all times
To
ensure that all local policies and legal requirements relating to clinical
care, Information Governance, GDPR and Health and Safety are complied with
Workforce
To
work under supervision and direction of the Senior Outpatient Officer to ensure
a smooth service
To attend staff appraisal and
identify personal needs and set and evaluate personal objectives
To
ensure that all upcoming Private Patient outpatient clinics are ready
electronically on the in-house computer system ensuring full capacity is
achieved
To
ensure that all upcoming Private Patient Inpatient admissions are ready
electronically on both the in-house computer system and any Trust based systems
used, maximising capacity
To
ensure accurate processing of Private Patient Outpatient bookings for a variety
of patient categories including self-pay and privately insured patients
To
ensure accurate processing of Private Patient Inpatient bookings for a variety
of patient categories including self-pay and privately insured patients
To
liaise closely with Consultants on availability for Private Patient outpatient
clinics
To
ensure the accurate management of electronic patient files, including creating,
amending and discharging
Assist staff, patients and Consultants
with queries, dealing tactfully with sensitive issues
Equal Opportunities
It is the aim of the hospital to
ensure that no job applicant or employee receives less favourable treatment on
the grounds of age, sex, race, colour, nationality or ethnic or national
origins, or is not placed at a disadvantage by conditions or requirements which
cannot be shown to be justifiable. To
this end, the hospital has an Equal Opportunities Policy and it is for each
employee to contribute to its success.
Health & Safety
All Employees must be aware of the responsibility placed on
them under the Health and Safety at Work Act (1974), to ensure that the agreed
safety procedures are carried out to maintain a safe environment for employees
and visitors. Individual employees
should also refer to specific health and safety requirements within their own
job descriptions.
Data Protection
If required to do so, to obtain, process and/or use
information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered
purpose, and not to use or disclose it in any way incompatible with such
purpose. To disclose data only to
authorised persons or organisations as instructed by Spencer Private Hospitals.
Customer Care
It is the aim of the hospital to provide patients and
clients with the best possible care and service. In order to meet this aim all of our staff
are required, at all times, to put the patient or client first and do their
utmost to meet their requests and needs courteously and efficiently.
Confidentiality
To ensure that confidential information is not disclosed
about Spencer Private Hospitals (including information regarding patients and
staff) to any unauthorised member of staff, or to anyone outside the employment
of Spencer Private Hospitals.
This job description is intended to
reflect, in outline, the responsibilities of the post holder, which may change
over time with corporate or local business needs of Spencer Private
Hospitals. It will therefore be subject
to periodic review and amendment in the light of changing circumstances and
following consultation with the post holder.
