Administration Officer

On-site | 2 x Permanent Part-Time - Minimum 3 days a week
About Us
Western Private Hospital (WPH), located in Footscray, is a boutique private hospital servicing the West of Melbourne with the provision of acute services, which has 62 inpatient beds.
WPH’s facilities include four Operating Theatres, CSSD, Day Stay Unit, Day Oncology Unit, Eleanor Overnight Ward for CCU, HDU & Surgical patients, Cardiac Catheter Laboratory, Specialist Consulting Suites, Nuclear Medicine Department and supported by pathology, pharmacy, radiology and radiation therapy services.
About the Role/s
We are seeking highly motivated and experienced customer service focused individuals to join our hospital patient administration services team. You may be working across the following functions in the hospital as required = > Theatre Bookings; Reception (Admissions/Discharges); Cardiac Bookings / Ward Clerk and Pre-Admissions Support.
Duties and responsibilities will vary according to the function and will include (but are not limited to)
- Theatre Bookings - entering all surgical theatre bookings into WebPAS whilst working closely with clinical staff to ensure accuracy of the bookings to the Theatre Module to assist with planning; coordinating timely surgical lists; liaising with Doctors and their Practice Managers / Secretaries, and the administration and pre-admission team; supporting the pre-admissions process through processing of patients prior to admission to hospital inc. registering patients into WebPAS and scheduling patient attendance, data entry of MBS item numbers performed and prosthesis used
Reception (Admissions/Discharges) - answering all incoming calls to the main hospital switchboard; greeting all customers, visitors and patients that present at the reception desk; admitting and discharging patients; processing payments and banking; scheduling and fund checking oncology patients; pre-admitting and completing an estimate of fees and fund check for all ‘add-on’ patients for admission afterhours or the next day; compilation and management of patient admission papers & clinical notes
Cardiac Bookings / Ward Clerk - meeting and greeting patients, staff, doctors and all visitors in a professional and courteous manner as the first point of call for anyone arriving to the Marion Ward; providing pre-admission, admission and discharge services; processing timely cardiac bookings and billings for the Cardiac Catheter Laboratory; ensuring smooth preparation of cardiac lists inc cancellations/additions; liaising with Doctors and their Practice Managers / Secretaries, and the administration and pre-admission / hospital access team; data entry of MBS item numbers performed and prosthesis billings sheets; medical record management including compiling, filing of discharged patients’ notes and follow-up of outstanding medication charts and discharge summaries
Pre-Admissions Support - ensuring all patients details are entered accurately into the patient management system before admission, preparing patient histories ensuring all relevant paperwork, ID sheets and labels are included
Selection Criteria
Experience in a healthcare setting working in similar role (private hospital experience preferred)
Understanding of medical terminology, private health fund contracts including eligibility checks and patient informed financial consent and MBS item numbers
Previous experience in theatre bookings will be highly regarded
Experienced in the use of patient management systems (WebPAS advantageous)
Demonstrated excellence in customer service with outstanding interpersonal and communication skills
Meticulous attention to detail when handling patient data with high levels of accuracy
Must be a team player, self-directed and motivated with highly developed time management and organisational skills and the ability to prioritise tasks, be responsive and meet deadlines in a busy and dynamic environment
**Some benefits of working at WPH include**:
Fantastic people and inclusive workplace culture with supportive management
Competitive rates with incremental salary increases as you gain experience + yearly EA increases
No weekend or public holiday work + enjoy 2 weeks off during our Xmas/New Year close down period
Close proximity to public transport and subsidised car parking
Access to a range of health & well-being initiatives, staff discounts and benefits inc. access to confidential counselling services through our EAP for personal and professional support; discounts for physiotherapy/massage services & discounted rates for care in our hospital
Up to 14 weeks of Parental Leave to support eligible new parents
Everyone who joins Western Private Hospital
- Must be vaccinated against COVID-19, have yearly Influenza and provide proof of immunisation against, or immunity to, infectious diseases as required per the Health Services Act 1988 (Vic) - NOTE: for this role immunisation requirements associated with Risk Category C (mínimal patient contact)
Must provid