Administrator

Job Summary:

Blackrock Health Hermitage Clinic is seeking a highly motivated and detail-oriented Part-Time ED Administrator to join our Emergency Department team. The successful candidate will be responsible for managing call coordination, handling patient payments, ensuring revenue collection, and providing key administrative support, including the typing of discharge letters, scanning patient charts, and auditing patient charts for accuracy. The role is part-time and offers flexibility in hours, with shifts scheduled across 7 days, including weekends and bank holidays, to ensure consistent and effective operational support.

Key Responsibilities:

1. Call Management & Coordination for Patients:

• Efficiently manage patient calls and inquiries to the Emergency Department, ensuring accurate triage and documentation.
• Provide clear and professional communication with patients, offering assistance on scheduling, service inquiries, and providing appropriate directions.
• Ensure all patient details (demographic, medical) are recorded accurately in the system.
• Support patient flow by coordinating between patients, clinical teams, and hospital departments.

2. Managing Payments and Revenue Collection:

• Handle patient billing and payment processing, including insurance details and out-of-pocket expenses, ensuring accurate and timely collection.
• Process payments in multiple forms (credit/debit cards, cash, insurance claims).
• Work with the finance department to resolve any billing discrepancies or outstanding payments.
• Ensure that all financial documentation is compliant with hospital policies and healthcare regulations.

3. Financial Reporting and Documentation:

• Assist in maintaining accurate financial records for all ED transactions.
• Support the generation of weekly or monthly revenue reports, as required.
• Ensure that all transactions are documented and reconciled on a regular basis.

4. Administrative Support:

• Provide general administrative support, such as filing, scheduling, and assisting with medical records management.
• Assist in coordinating with other departments (e.g., admissions, finance, and clinical teams) to ensure smooth patient processing.
• Ensure that all patient-related paperwork is completed and processed in a timely and accurate manner.

5. Typing Discharge Letters:

• Accurately type and prepare discharge letters for patients based on clinician notes and medical records.
• Ensure that discharge letters are clear, concise, and completed in a timely manner to facilitate patient follow-up care.
• Ensure that discharge instructions are correctly documented and communicated to patients and their primary care providers.

6. Scanning and Auditing Patient Charts:

• Scan and upload patient charts and other related documents into the electronic health records (EHR) system, ensuring they are legible and correctly filed.
• Conduct audits of patient charts to ensure that all required documentation, including consent forms, lab results, and discharge instructions, are present and accurately filed.
• Ensure that any missing or incomplete documentation is flagged for follow-up with clinical staff or patients.
• Work closely with the medical team to ensure proper chart management and compliance with healthcare regulations.

7. Customer Service & Patient Satisfaction:

• Demonstrate excellent customer service skills, ensuring that patients and their families feel supported, informed, and at ease during their visit.
• Address patient concerns or complaints professionally and empathetically, escalating to clinical or managerial staff when necessary.

Essential Requirements:

• Education & Qualifications:
• A minimum of Leaving Certificate or equivalent qualification. A qualification in business administration, healthcare management, or related field is preferred.
• Previous experience in an administrative role, preferably within a healthcare or medical environment.
• Basic knowledge of healthcare billing systems or experience with insurance claims processing is a plus.
• Experience with medical terminology and familiarity with discharge letter preparation is an advantage.
• Skills & Competencies:
• Strong communication skills (both verbal and written), with a focus on patient interaction and customer service.
• Excellent organizational abilities to manage multiple tasks and maintain accurate records.
• Attention to detail and a commitment to accuracy, especially when processing financial transactions, typing discharge letters, and scanning patient charts.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with healthcare management software and EHR systems is a plus.
• Personal Attributes:
• Ability to work independently and as part of a team in a fast-paced environment.
• Demonstrates empathy, confidentiality, and professionalism when interacting with patients and staff.
• Flexibility and willingness to work part-time shifts, including weekends and public holidays, to meet operational needs.

Desirable Requirements:

• Previous experience working in an Emergency Department or similar fast-paced healthcare setting.
• Familiarity with medical terminology and healthcare administrative systems.
• Fluency in additional languages is an advantage but not essential.

Working Conditions:

• The role is based at Blackrock Health Hermitage Clinic.
• This is a part-time role, with rostered shifts spread over 7 days, including weekends and bank holidays.
• Competitive salary based on experience and qualifications.
• Opportunities for professional development in healthcare administration.

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