Access to Care Advisor - UPMC Cleaboy
Location: Cleaboy Business Office -Unit 4
Job type: Permanent
Overview of role:
The Access to Care Advisor will be part of an integrated team across our UPMC healthcare services that will simplify Access to Care for our patients. The Access to Care Advisor will work in our Theatre Scheduling Team. Scheduling is a critical part of the overall operations of UPMC. It is not just an administrative task; it is a core function that underpins the operational success of the hospital. By enhancing patient care, optimising resource utilisation, and supporting financial and strategic goals. Effective theatre scheduling is essential for maintaining the high standards of service and efficiency that are critical in a competitive healthcare environment.
Primary Duties and Responsibilities:
This position is part of the scheduling department under Access to Care, reporting to the Scheduling Team Lead.
The theatre scheduler works closely with consultants, medical secretaries, pre-assessment, admissions, nursing teams, and the theatre manager to support the smooth running of inpatient and day-case activity.
Principal Accountabilities/Responsibilities:
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Coordinate the registration, validation of insurance and scheduling of inpatient, day case and sideroom procedures across multiple specialties.
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Ensure all patients are booked in accordance with hospital booking policy, prioritising clinical urgency set out by the clinical team.
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Calculates any excess, co-pay or shortfall that may apply to a patient’s surgery.
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Contacts patients to discuss excess, co-pay or shortfall and self-pay prices, advising the patient of payment options and giving information relating to the booking.
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Maintain up-to-date knowledge of each specialty’s clinical requirements to schedule patients appropriately.
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Liaise with consultants, medical secretaries, and the pre-assessment team to ensure patients are booked.
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Monitor theatre lists daily to identify potential gaps or overbookings and escalate to the clinical team as required.
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Communicate with patients regarding procedure dates, ensuring they are well-informed and appropriately prepared.
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Demonstrates ability to identify patients correctly in line with hospital and accreditation procedures.
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Generate and maintain accurate records and scheduling reports, supporting data entry into theatre and patient administration systems.
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Flag and escalate risks or scheduling delays that may impact patient safety.
Qualifications & Experience:
Essential Qualifications/Experience
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Strong understanding of hospital workflows, particularly in theatre or outpatient scheduling.
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Ability to manage complex information, multi-task, and meet deadlines.
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Fluent in English, written and spoken.
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Eligible to live and work in the EU.
Essential competencies/skills
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Strong interpersonal skills with the ability to build and maintain positive working relationships with a wide variety of teams.
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Excellent verbal and written communications skills
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Strong analytical skills with the ability to fully comprehend the impact of decisions.
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Demonstrated ability to prioritise and work under pressure and to strict deadlines.
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Ability to use own initiative and contribute effectively as part of a team.
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Results-focused and solution-driven with proven problem-solving skills
Desirable Criteria
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Proven administrative experience in a healthcare setting
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Proficient in-patient administration systems (e.g., IPMS).
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Have excellent administrative and organisational skills.
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Have excellent interpersonal skills and the ability to communicate effectively with management, consultant staff, staff, patients.
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The ability to work in a fast-paced customer-based environment.
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An understanding of commitment to patient confidentiality.
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Ability to work effectively within a multidisciplinary team.
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Ability to work as part of team and own initiative.
Salary: €30,500.00 - €45,878.00 per annum based on a 39 hour week
This job description is intended to be an outline of the areas of responsibility. As UPMC and the post holder develop, this job description may be subject to review in light of the changing needs of the business.
Equal Opportunity Statement and Benefits
UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.
Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.
Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.
Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.
Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.
About UPMC
UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that’s close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division — an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.
In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.
