Job Purpose
The Admissions Administrative Assist will provide administrative and clerical support to the various clinical departments throughout the hospital in order to ensure the effective delivery of services to patients attending the Hermitage Medical Clinic. The role is responsible for the provision of quality Admissions service in line with the highest professional practice. As a key member of the frontline team, the role holder will facilitate effective communication with colleagues in the hospital. The position requires a participatory approach to the development of services and structures, embracing continuous quality improvement and the management of changes necessary to achieve organisational objectives.
Job Background/Context
The Hermitage Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. The Admissions Department is responsible for the provision of services to the clinical and nursing areas to ensure that patient information is processed efficiently and effectively.
Key Responsibilities
Operations
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Interviews patient or representative to obtain and record name, address, age, religion, persons to notify in case of emergency, attending Physician, and individual or insurance company responsible for payment of bill.
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Explains regulations such as visiting hours, payment of accounts, and schedule of charges.
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When possible escorts patient or arranges for escort to assigned room or ward.
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Enters patient admitting information into the Hospitals information systems including Meditech RIS/PACS as relevant/ order bloods.
- Ensure Private Health insurance forms are accurately completed and signed by patient.
- Record all patient details accurately into the Meditech system
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Verify patient information entered in accurate and complete.
- Record patients insurance status accurately into the Meditech system
- Obtains signed statement from patient to protect hospital's interests. Maintains confidentiality in maintaining all patient records.
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Receives payments on accounts
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Performs cashiering duties-accepting payments from patients.
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Daily banking/reconciliation and ensure all invoices are raised daily for services provided
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Works under direct supervision of Admitting Supervisor or designee, but must be able to handle daily details of the Admitting Department duties with minimal supervision.
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Attends regular Meditech training sessions
- Promote a patient centred culture of openness and responsiveness to positive and constructive patient feedback and ensuring patient dignity, respect and choice is maintained in their care.
Learning and Education
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Take personal responsibility for own professional development and keep up to date with evidence based practice and research.
- Attend and participate in staff development programmes on an ongoing basis.
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Assist with the orientation and induction of new staff and be available to provide orientation as deemed necessary, helping them to integrate as members of the Unit team.
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Attend all mandatory training days and ensure that all mandatary training is in date.
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Comply with all HR system and policy requirements.
Quality Improvement and Risk Management
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Ensure compliance with all relevant Hermitage Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements.
- Participate in the continuous review and evaluation of policies, guidelines and existing practices.
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Assist in promoting a culture of continuous quality improvement across the department.
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Be aware of the core objectives, standards and key performance indicators for the service and contribute to the monitoring of performance against these standards.
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Participate in the requirements of the hospitals accreditation process.
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Participate in the requirements of the hospital's risk management programme.
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Promote the delivery of a high standard of care to all patients.
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Work with members of the Multidisciplinary team in devising Standard Operating Procedures for the development of the Unit.
The Administrative Assistant will perform other duties appropriate to the post as may be assigned to him/her from time to time by the Line Manager. A more specific functional specification will be available at a local level to reflect day to day operations of the role in that area.
Essential Skills
Knowledge / Experience
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Leaving Certificate or equivalent
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2 years administration experience
Skills/ Competencies
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Team work
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Interpersonal and communication skills
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Planning and organising skills
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Ability to work under pressure
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Customer Service Skills
- Flexibility
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IT Skills
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Attention to Detail
Desireable Skills
Knowledge/ Experience
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Medical terminology
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Previous hospital experience
Skills/ Competencies
Please Note:
Job descriptions are a reflection of the present service requirements and may be subject to review and amendments to meet the changing needs of the service. Please note that we reserve the right to close this vacancy early if sufficient applications are received.
The Hermitage Clinic is an Equal Opportunities employer, and we are committed to creating an environment that promotes equality and dignity at work.
The Hermitage Clinic is committed to providing reasonable accommodation when needed. Please advise if you have particular requirements, so that we can look into arranging reasonable adjustments to the recruitment process. You can contact us at [email protected]
It is essential that you have valid work permission for the Republic of Ireland to take up employment for this position, or in the case of critical skills, you must be eligible for a work permit.
