Scheduled Care Administrator

Key Working Relationships

The post holder will work closely with:

• The CHI Scheduled Care Lead.
• CHI Central Referrals Team
• Scheduled Care Team members, including Scheduled Care Lead, Scheduled Care Manager/Deputy Managers.
• Operations and Clinical Teams across CHI sites.
• The Central Referrals Office and out-patient booking offices across all CHI sites.
• The CHI Chief Operations Officer.
• The executive team in Children’s Health Ireland including the Children’s Hospital Programme and project wide teams.
• Key staff across all CHI sites including clinical staff, operations staff, ICT including the Business Intelligence Unit.
• Healthcare bodies external to CHI, including the Health Service Executive (HSE), National Scheduled Care Transformation Team and the National Treatment Purchase Fund (NTPF).

Please note that this list is not exhaustive and key working relationships will change as the project moves from service development, construction completion, commissioning & transitioning to steady state.

Purpose of the Role The post holder will support Scheduled Care initiatives across CHI aimed at improving access to clinical services for patients on waiting lists. The post holder’s activities will contribute to work towards the reduction of wait time for CHI patients and their families in out-patients, in-patients, day cases and GI Scopes. This will include the administration of Central Referrals, Scheduled Care and will require the candidate to be flexible in terms of work location. Principal Duties and Responsibilities

• The post holder will be expected to live CHI values and be child-centered, compassionate, progressive and will act with respect, excellence and integrity.
• Responsibility for the administration associated with the ongoing validation of CHI waiting lists across all specialties as agreed with the Scheduled Care Officer and overall with the CHI Scheduled Care Lead.
• Tracking and monitoring the progress of waiting list validations and report any issues, gaps and risks to the Scheduled Care Officer for onward escalation as appropriate.
• Quality checking CHI Waiting lists as agreed with the Scheduled Care Officer and reporting and logging issues as appropriate.
• Support the Scheduled Care Officer on appropriate Scheduled Care initiatives, as identified and prioritised by the Scheduled Care Team.
• Support the Scheduled Care Team on co-ordination of NTPF and HSE waiting list initiatives with hospitals and HSE and report back on progress/updates.
• Support the Scheduled Care Team on the production of the annual CHI Operations Plan, producing and verifying data and other components of the Plan.
• Carry out ongoing tracking and reporting process through the year against Operational Plan priorities, aligned to normal performance management process and report any issues to the Scheduled Care Officer.
• Support on CHI’s Service Estimates process, as dictated by the Scheduled Care Officer.
• Support the Scheduled Care Officer in coordinating all activities related to the ongoing monitoring and actions of the HSE IPDC and OPD waiting times targets, including compiling weekly updates, reports and clearance plans.
• Monitor weekly reporting templates such as Delayed Discharges, Colonoscopy reports and where targets are not being met liaise with the relevant hospitals to understand what corrective actions are required to ensure compliance.
• Develop and maintain open communication channels with the three hospitals and new sites on all matters relating to business operations activities.
• Provide high level administrative support to Scheduled Care / Access Collaborative committees as appropriate, including actioning items and coordinating actions which arise from these meetings.
• Deliver on key actions and timely responses emanating from Scheduled Care meetings or other meetings as they arise.
• Contribute to the agenda for Scheduled Care-led meetings including forward planning agenda items coordinating production of timely agendas and action points minutes and following up on agreed actions as appropriate.
• Develop appropriate systems and processes to ensure the smooth running of the Scheduled Care team including effective forward planning, organisation and use of relevant systems e.g. Microsoft Teams.
• On behalf of the Scheduled Care Team, identify and action issues which are impeding smooth flow of business for the Scheduled Care Team and respond to email requests meeting and concluding on specific pieces of work.
• Ensure the Scheduled Care Team maintains a strong reputation for professionalism, consistency and effectiveness in line with CHI values (Child Centred Progressive and Compassionate)
• Work with colleagues and teams within Operations to ensure alignment of activities across programme and business as usual.
• Prepare presentations and reports for conferences and talks as required by Scheduled Care Lead.
• Provide administrative support to clinical services as required across CHI in agreement with Scheduled Care Lead.
• It is acknowledged that the Scheduled Care Team will expand and change in the future, subject to the workload volume it is recognized that the role and duties of the above are not limited.

The above is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility criteria, qualifications and experience Essential Criteria:

• Leaving Certificate
• Ability to work to deadlines and devise and implement plans and changes
• Knowledge of audits and clinical reporting
• Ability to communicate effectively and in a professional manner
• Excellent written and verbal communication and interpersonal skills
• Proven project management and organisational skills
• Team player with the ability to promote a positive working environment
• Strong planning and organising abilities
• Ability to work across multiple locations

Desirable Criteria:

• Experience using Patient Administrative Systems.
• Experience using Microsoft Office, specifically Microsoft Excel.
• Experience working in a team in a complex healthcare environment.
• Previous healthcare operations experience
• Experience in change projects.

Salary: €34,256 - €53,304 per year