Job Title: Patient Services Administrator Grade III
Specified purpose, fixed term Full time contracts
Reports to: In line with the hospital administration governance structure - Patient Access Team Lead, Patient Access Supervisor, Patient Services Manager.
Service Relationship: Patient Services Manager, Patient Access Supervisor, Patient Access Team Lead, Head of Departments.
Job Purpose: To provide a confidential, efficient and effective administrative, secretarial and support service to the Patient Access Departments throughout the hospital and is reflective of an environment where quality, respect, caring and compassion are at the centre of all we do. The fundamental philosophy guiding this position is to promote and preserve the Bon Secours Mission, Values and Ethos.
Key Duties and Responsibilities:
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In line with the Bon Secours Health System Code of Conduct, uphold the highest level of professionalism at all times.
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Ensure that all hospital patients receive the highest quality priority service at all times i.e. prompt personalised attention.
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Using our hospital IT systems, plan, organise and book patient appointments, maximising resources and time slots and ensure a smooth flow of patients throughout our hospital departments.
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Accurately register patients on our IT Systems in a timely manner and process appointments/bookings as per departmental protocols.
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Accurately admit patients in a timely manner to the hospital administration system when required
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Liaise with the various clinics and departments, Consultants, Secretaries, GP’s to ensure effective patient management.
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Request Medical Record for patients due for admission, retrieve and collect Medical Records as required.
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Communicate with patients in advance of their appointment ensuring they have all necessary information inclusive of appointment details, preparation, cost of exam and payment policy to promote a positive patient experience
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Ensuring the update of all patient information on the hospital system
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Answer telephone promptly and courteously and communicate queries to the Team Lead/Supervisor and/or Head of Department as required
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Deal with Phone/Email/Letter queries or other requests in a timely manner.
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Obtain reports from other hospitals or clinics prior to patient attending
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Contact GP’s for medication list or notes when required
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Send Prescriptions to patient’s pharmacy when required.
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Liaise with Consultants’ secretaries and other external hospitals regarding appointments.
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Ensure complete and accurate filing of patient notes, observation charts, laboratory reports and all documentation pertaining to patients’ medical record in accordance with the approved format, in preparation for transfer of file to Medical Records.
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Ensure follow up filing of tests results following discharge in Medical Records Department if necessary.
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Check stock levels of stationery on a continuous basis and re-order stocks from Supplies Department at the scheduled times, ensuring that the Department is adequately stocked with stationery at all times.
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Liaise with Admissions/Bed Manager regarding all transfers & discharges after consultation with the CNM/Senior Nursing personnel in charge.
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Provide assistance and cover in all areas of the Patient Access Services Department when required.
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Ensure validation of insurance cover is secured in advance (at time of appointment) for all scheduled patients.
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Facilitate the collection of fees, insurance excess and shortfalls by providing accurate information to patients and/or potential service users.
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Ensure all insurance forms are completed and signed at time of admission.
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Prepare all invoices and insurance forms for transfer to accounts department in a timely manner (same day).
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Liaise with Consultants and/or Accounts personnel to ensure that the data/information on the claim forms is accurate and adequate.
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Enter charge codes on hospital administration system and complete data entry for blood tests etc.
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Collect fees, insurance excess and shortfalls at point of registration and provide invoice and receipt to patient when required
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Where required, provide a secretarial service to Nursing personnel e.g. typing, filing, photocopying, maintaining ward diary, maintaining and updating hard copy and computer files/systems etc.
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Assist with receiving patients/visitors to the Department and help process their enquiries.
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Comply with Health & Safety Regulations, ensuring safe working practices and a safe working environment.
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Implement quality standards ensuring that a quality service is provided all times.
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Carry out any other relevant duties that may be assigned from time to time by the Patient Services Manager/ Supervisor and/or Head or Department personnel as required.
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Deliver letters/packages to other Departments as required.
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Demonstrate flexibility in pattern of attendance to ensure that the Department is staffed as per opening hours over a six day roster Monday- Saturday (Rota basis)
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Maintain confidentiality in accordance with hospital and Departmental policy.
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Implement quality standards ensuring that a quality service is provided at all times.
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Participate in monitoring and implementing departmental KPI’s
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Participate and engage in all training relevant to the role.
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All other duties as required by the hospital.
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Educated to a minimum of Leaving Cert level or equivalent
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Proven administrative and organisational capability
DESIRABLE EXPERIENCE
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Knowledge of medical terminology is desirable
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Healthcare Experience
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Excellent keyboard and typing skills (MS Office)
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Flexibility and good organisational ability
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Excellent communication and interpersonal skills
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Ability to maintain a high degree of confidentiality
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Accuracy and attention to detail is paramount
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Ability to prioritise, plan work, meet deadlines and work well under pressure
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Well developed I.T. skills: Microsoft Package i.e.: MS Word, MS Excel etc.
CLOSING DATE FOR RECEIPT OF APPLICATIONS 10TH JULY 2026
Bon Secours Health System is an equal opportunities employer. Our values of Human Dignity, Compassion, Stewardship, Service and Integrity guide everything we do. We are committed to fostering an inclusive and supportive workplace where all employees have the opportunity to thrive. We welcome applications from individuals of all backgrounds, abilities and perspectives, and provide reasonable accommodations throughout the recruitment process. If you require any assistance, please contact [email protected]
