Waiting List Office Administrative Assistant

Job Purpose:

The Waiting List Office Administrative Assistant will have a key role in managing the transfer of Inpatients, Day-case Patients (IPDC) and Outpatients (OP) to private hospitals and other institutions for procedures or Outpatient appointments funded by the National Treatment Purchase Fund, Access to Care, or any other outsourcing funding agency. This post will also include the processing of patient referrals to Navan and to the Surgical Hub. The post holder will also support the validation of IPDC and outpatient waiting lists and support other initiatives across the organisation. Ensuring quality control of the outsourcing process in line with established policies. The post holder will be responsible for ensuring optimisation of work in approach to reaching targets, KPIs on a weekly basis.

Overview of Main Duties & Responsibilities:

The Waiting List Office Validator will be responsible for but not exhaustive:

• Outsourcing of IPDC/OPs through various funding organisations, including NTPF, Access to Care etc.

• Outsourcing of IPDC patients to Navan and to the Surgical Hub

• Supporting the validation of waiting lists (Internal/External) and tracking of same on External Portals, PatientCentre, Excel Spreadsheets and any other form of tracking that may be required.

• Following up on patients at every step of the outsourcing process

• Upon receipt of discharge summaries from external hospital, follow up of these and updating Portals and PatientCentre and scanning same to PatientCentre

• Liaising with Consultants and their secretaries

• Deal with queries from patients or treating hospitals on a regular basis

• Undertake any other duties appropriate to the post as may be assigned from time to time

• Support other OP/IPDC initiatives for outsourcing

• The appointee can be assigned to any other area of the Waiting List office or other Hospital departments at Management’s discretion.

• Providing cross cover where required

Skills:

• Excellent administration Skills i.e. attention to detail, handling of correspondence

• ICT - be proficient in use of administrative software, e.g. Microsoft Excel, Microsoft Word, email and other Portals that may be used in the Waiting List office

Key Competencies:

• Verbal and written communication skills

• Professional personal presentation

• Customer service orientation

• Organizing and planning ability

• Flexible / Reliable

• High level of Initiative

General Responsibilities and Accountabilities

Confidentiality

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.

Policies & Procedures

You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position.

Hygiene Standards

The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards.

Health and Safety

Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act but also within the spirit of the Hospital’s mission, vision and values, and they are known and followed by staff. You are required to familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work.

Information Technology

Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates well with systems throughout the organisation.

Business Continuity Management

Business Continuity Management (BCM) is a holistic management process that identifies potential impacts that threaten an organisation and provides a framework for building resilience and the capability for an effective response that safeguards the interests of its key stakeholders and reputation.

All Staff employed in the Mater Misericordiae University Hospital are obliged to:

• make themselves familiar with the Organisational Business Continuity Plan

• attend BCM education sessions provided for them

• make themselves familiar with their individual roles as set out in their departmental business continuity plan if applicable and or the Organisational business continuity plan

Note: These duties and responsibilities are reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospital. The incumbent Waiting List Office Administrative Assistant Grade IV will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate. The job description must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis.

Qualifications

Experience

Minimum 2 years clinical administrative experience in a hospital environment

Organisational Knowledge

Excellent knowledge of Patient Access System and administrative processes. Knowledge and understanding of the key developments in clinical administrative support services within MMUH

Professional Knowledge

Good Knowledge of administrative standards within the Health Service

Core Aptitudes

Analytical & Judgemental Skills

Planning & Organisational Skills

Strong leadership and influencing skills.

Ability to work under pressure to meet deadlines

Ability to make sound decisions and judgements

Ability to work as part of a multi-functional team.

Ability to multitask

Ability to develop plans and execute same

Ability to address and resolve problems and escalate only when necessary

Ability to create a good working relationship with peers