Clinical Administrator/ Booking Coordinator

5 months ago

Christchurch, New Zealand Health New Zealand - Te Whatu Ora Waitaha Canterbury Full time

**Mō te tūnga | About the role**

Health NZ Te Whatu Ora Waitaha Canterbury is dedicated to providing excellent healthcare services and meeting the Ministry of Health (MoH) targets. We pride ourselves on maintaining high standards and a patient-centric approach. Our team is passionate about ensuring timely and effective patient care.

We are seeking a dedicated and highly organized Clinical Administrator/ Booking Coordinator for our Colposcopy and Hysteroscopy Service at Christchurch Women’s Hospital. We provide care for over 5000 women per year. The key purpose of this role is to ensure efficient booking practices in alignment with Waitaha Canterbury standards and MoH guidelines.

This position is a permanent part time role, working 32 hours per week. This can be either four days per week, or 6.5 hours per day over five days. We are looking for the right person, and hours of work are negotiable.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 5/Profile 5B

For further information about the administration and clerical pay equity settlement please follow the link below:
PSA National Health Administration Collective Agreement - FINAL (tewhatuora.govt.nz)

**Key Responsibilities**:
**Customer Service**:

- Deliver outstanding customer service to patients, clinicians, and other service users.
- Maintain patient confidentiality and privacy at all times.
- Ensure patients receive pre-appointment information promptly.

**Front of House Duties**:

- Perform front of house duties with excellent customer service skills.
- Update patient demographics in the patient management system.
- Refer unwell or infirm patients immediately to nursing staff.

**Patient Management System**:

- Book patients by priority, managing 'greatest need, longest wait' and meeting Planned Care (MoH) requirements.
- Ensure accurate and timely data entry.
- Communicate clear and concise booking information to patients.
- Seek clinical direction as needed, especially regarding re-categorisation queries.
- Consider pre-booking requirements, including the timing of diagnostic tests.

**Clinic Utilisation**:

- Make clinic bookings according to the clinic template.
- Maintain a high level of clinic utilisation.
- Minimise cancellations by working within the six-week booking horizon.
- Prepare for and manage clinic outcomes as required.

**Wait List Management**:

- Filter wait lists according to service requirements and align with 'greatest need/longest wait.'
- Consult with clinical and service management if in doubt.
- Flag any mismatches between the existing waitlist and clinical capacity.

**Ngā pūkenga me ngā wheako | Skills and experience**

**Essential**
- Excellent customer service skills - people-focused.
- Strong organisational, time management, and problem-solving skills.
- High accuracy and attention to detail.
- Ability to meet deadlines and work unsupervised.
- Ability to manage and coordinate various inputs to achieve agreed outputs.
- Team player.
- Intermediate to advanced proficiency in Microsoft Office (Word, Outlook, Excel).
- Excellent keyboard skills.
- High level of written and verbal communication skills.
- Demonstrated perceptiveness and proactive approach in an administrator role.

**Desired**
- Broad administrative experience in a health-related field.
- Awareness of people from different cultural backgrounds.
- Knowledge of medical terminology.
- Familiarity with the public hospital system, including the patient management system.

**Why Join Us?**
- Be part of a dynamic and supportive team.
- Contribute to the health and well-being of the Waitaha Canterbury community.
- Opportunities for professional development and career growth.

**Mō mātou | About Us**
- “Ko ngā tāngata, te mātua mahi_ - _Putting people at the heart of all we do”_

We are committed to honouring Te Tiriti o Waitangi and its principles by ensuring our partnership with Māori are at the forefront of all our conversations. We believe in improving, promoting, and protecting the health and well-being of the Canterbury and the West Coast community.

The culture at Health NZ Canterbury, is driven by our **ā Mātou Uara (Our Value**s)**:

- Care and respect for others - Manaaki me te whakaute i te tangata.
- Integrity in all we do - Hāpai i ā mātou mahi katoa i runga i te pono.
- Responsibility for outcomes - Te Takohanga i ngā hua

**Ngā** **hua | Benefits of working at Health New Zealand**

When you work at Health NZ, you are part of a wider whānau that will support you along your journey. We offer great coaching, mentoring and learning outcomes for all staff. We are always improving our facilities across all campuses and have amazing discounts from select retailers, restaurants and businesses. At Health NZ, you are part of something greater than yourself and encouraged to be your unique self

We have a range of clinical and non-clinical roles at Health NZ Canterbury,

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