Administration Coordinator - Peter Mac @ Home

Essential Requirements 

• Expertise in coordinating departmental administrative activities relating to a clinical department 
• Experience in a PA or team support position 
• Excellent communication skills 
• Flexible approach to new work practices 
• Ability to take on new tasks as directed by the Manager 
• Demonstrated ability to provide a broad range of high level administrative support functions including creation and maintenance of schedules and databases 
• Highly developed communication, organisational and interpersonal skills 
• Experience working within a complex service environment 
• Discretion dealing with confidential and sensitive information 
• Professional presentation and provision of high customer service 
• Proactive and solutions focused leadership within the department to deliver an optimal administration service 
• Computer proficiency and information reporting 
• Current driver’s License 

• A proven ability to work effectively in a multidisciplinary team 
• Qualification in administration/secretarial duties 
• Experience in a healthcare setting 

1. Customer Service

• Maintains a patient focused, professional approach to patients and multidisciplinary team members (in person and by telephone)
• Enquiries are handled in an appropriate and timely manner
• that strives for minimal numbers of complaints

• Patient Satisfaction Surveys
• Patient Complaints
• Messages delivered to appropriate staff 100%
• Excellent interpersonal skills including telephone manner and reception

2. Maintenance of community nursing service data base

• Information entered in a timely manner
• Information 100% accurate
• Concerns are followed up with IT and/or external contractors

• Databases used by PM@H 100% complete and accurate
• Accurate and timely reports generated
• Data integrity of data bases monitored weekly and errors corrected or escalated to NUM in a timely manner
• Patient cancellations due to double booking is minimised

3. Collection and Generation of Patient Information

• Ensures that quality standards of documentation are maintained according to Peter Mac standards
• Ensures patient information (demographic information, referral information, medical record) is accurate and current at the time of first PM@Hvisit

• Patient information on computer is up to date and accurate.
• Patient folders are prepared
• Medical records of discharged patients are returned promptly to Health Information Services.
• Patients are discharged from Peter Macs patient administration systems in a timely manner at the completion of their treatment

4. Teamwork and Communication

• Works as a member of multidisciplinary team and contributes to the effective administrative organisation and efficiency of department
• Ensures cars are serviced when necessary
• Follows through any incidents involving cars with appropriate paperwork
• Effective communication of all pertinent information to staff working at PM@Home

• Feedback from nursing team indicates referral documentation well organised.
• Car fleet management including regular servicing, repairs and maintenance, car cleaning schedule and monitoring of stock items stored in cars and log book documentation is current and accurate at all times.
• Office stock maintained.
• Register of office equipment accurate and up to date
• Secretarial/administration support duties including:

5. Billing Processes

• Reconciles invoices received from outsourced nursing agencies
• Ensure invoices remain up to date and any discrepancies are followed up with appropriate staff or outsourced agency

• All invoices checked, forwarded to NUM for authorising payment and returned to accounts payable in a timely manner.

• Actively participates in developing programs to improve patient care within PM@Home

• Evidence of participation in department quality activities e.g. Quality project reports.