Full-Time Medical Administrator – Private Medical Consultant’s Practice
Office Location: Multi-site - Beacon Sandyford & Blackrock Clinic
Contract: Full-Time
Working Pattern: Monday to Friday.
- Standard hours: 8.00am - 5.00pm
- Late cover: an 11.00am - 8.00pm shift on Tuesdays and Thursdays, shared across the team on a rotating roster - approximately two late shifts per person per month.
Role Summary
The role of the Medical Administrator involves the efficient running of a busy and dynamic multi-site private consultant's practice, composing of two consultant specialists in the areas of cardiology and cardio-thoracic surgery. To provide core administrative responsibilities in relation to a volume of incoming referrals, scheduling of clinic appointments and procedure / surgery lists, ensuring all correspondence / test results required for clinics are uploaded and available on patient record electronic database. This role involves a high level of computer based administrative work including audio typing, please note, it is not purely a receptionist role.
The role involves the daily operations of the consultant’s practice you are running on any given day, with responsibility for effectiveness in the areas of patient experience, business financial performance and operational functions.
Cross training of both consultant’s practices will be given and allows for variation within this medical administrative role. Flexibility to alternate between clinics and location sites will be required, with the potential of future clinic sites being added later.
The successful candidate will work as part of a hard working and dedicated team, ensuring efficient scheduling, administration, and operation of both consultant's practices.
The successful candidate will be responsible for:
Patient Journey & Experience
- Maintain a culture of patient and customer care and ensuring an ongoing focus on improving the quality of the patient experience.
- Oversee the clinic and surgery booking process, always maintaining the highest standard of communication and professionalism.
- Deal with patient complaints, giving feedback and escalating to management where necessary.
Business & Operational Functions
- Manage all incoming correspondence via post/email and filter to the appropriate consultant's incoming post folder in a timely manner for their review.
- Schedule and confirm patient diagnostic appointments, surgeries and medical consultations for clinic and procedure lists to patients, via telephone, email, and appointment/admission letters.
- Liaise with hospital departments as required, to prepare for patient consultations and forthcoming procedures.
- To maintain the diaries for the consultants as instructed, including the calendar management of the various multi-site clinics, medical team meetings and corresponding travel arrangements.
- Accurately maintaining the patient record on the database, ensuring all profile details are cross checked with patients and across all hospital systems.
- Answer incoming calls and emails promptly and professionally, logging any patient-related contact in the general notes on the patient record.
- Redirect enquiries as appropriate, recognising the limits of a non-clinical role and involving the clinical team when needed.
- Uploading all patient documents in the appropriate scanned document or attachment fields of the patient record database.
- Maintaining and running weekly clinic and surgery lists ensuring both are prepared to the practice standard. Surgery lists are emailed to the appropriate hospital theatre contacts in advance.
- Drafting, typing, and formatting comprehensive confidential medical correspondence.
- Liaise with patients, hospital departments and insurance service providers to secure patient hospital admission in accordance with insurance cover.
- Maintenance of practice email inboxes. Prompt action to be taken on all patient and hospital department email enquiries.
- Continuously prioritise tasks according to level of importance to achieve clinical objectives.
- Embrace and make effective use of the practice’s digital tools and AI supported documentation platforms, contributing to new and improved ways of working as the practice modernises.
- Handle all patient and practice information in line with GDPR and practice confidentiality policies.
- Provide cover for colleagues across both practices as required to ensure continuity of services.
Financial Operations
- Ensure daily sales and takings are reconciled and track and monitor all clinic expenses, ensuring all receipts are correctly accounted for and accurately filed for end of year accounts.
- Prioritise filling all cancellation appointment slots, through reference to the waiting list or new referrals received, to maximise clinic potential.
Essential Requirements
- Excellent written and spoken English.
- High level of attention to detail and accuracy.
- IT skills to include proficient working knowledge in Microsoft Office to include Word, Teams, Excel, Powerpoint.
- Effective interpersonal skills, enjoying working in a team environment and happy to assist team members as needed.
- Customer care skills. Enjoy interacting with patients and sensitive to patient needs, while managing patient expectations.
- Excellent organisational skills with the ability to multitask and prioritise workload when under pressure.
- Excel at problem solving, demonstrating initiative when presented with challenges.
- Able to use judgement and experience in helping to determine the relevant urgency of requests for information received from patients and other external organisations.
- Confident with technology and open to adopting new digital and AI tools and to new ways of working as the practice modernises.
Desirable Requirements
- QQI (or other similar) qualification in Medical Administration.
- Minimum 4 years hospital/medical administration experience.
- Experience working in a healthcare environment.
- Experience in audio transcription, ideally medical (with recognised qualification required), typing speed of 65 wpm.
- Familiar with hospital computerised patient information systems.
Benefits
- Opportunities for further learning and career development
- Income protection
- Pension contribution
- Team incentives
- On-site parking at Blackrock Clinic location
Please Note: This job description is not exhaustive and may be adjusted periodically, after review and consultation, to meet the changing needs of the practices. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
The practice is an equal opportunities employer and welcomes applications from all suitably qualified candidates.
Job Type: Full-time
Pay: €35,000.00-€40,000.00 per year
Benefits:
Application question(s):
- If you are shortlisted to the second round of interviews, will you be available to attend a full-day trial shadowing session at our clinic as part of the interview process?
Please note that participation in this shadow day is a compulsory requirement for final selection.
- When are you available to start?
- What is your salary expectation?
Experience:
- Healthcare Administration: 4 years (required)
Work authorisation:
Work Location: In person
