Office Administrator

Role Definition

Position Title:   Office Administrator

Reports to (position):     Dialysis Clinic Manager

Primary purpose of the role:

• To provide high quality level of reception and secretarial services to the patients, staff and Manager at the clinic in a caring and supportive manner.
• To perform the clerical and administrative functions required to efficiently operate a dialysis clinic.

Key Responsibilities

General Administration

• Answer the switchboard in a courteous and professional manner.
• Liaise with patients and their families in a compassionate manner.
• Perform    general    clerical   and  administrative tasks as  required  i.e. filing,  minute taking, agenda and creation.
• Responsible for petty cash dispersal and reconciliation.
• Responsible for maintaining the levels of and ordering general office supplies.
• Actively participates in the quality improvement program.
• Coordinate the use of the centre for physicians and/or public hospital visiting staff.
• Act as a contact point for IT issues in the clinic.
• Collate and forward state statistics and internal Clinics statistics as required.
• Data entry as required.
• Manage accounts payable processing for the Clinic.
• Liaise with maintenance contractors to enhance the operational work area and ensure compliance with the occupational health and safety policy.
• Provide administrative support for the Clinical Advisory Committee (where applicable).
• Organise transport for patients to and from the dialysis clinic.
• Book and manage appointments for patients.
• Other duties and responsibilities as assigned by the Clinic Manager.

Billing Administration

• To ensure that all necessary forms for new patients are completed and correctly loaded into the centralized billing system.
• Prepare and collate all required supporting documentation required to accompany invoices.
• Undertake banking procedures for all cheque and cash payments.
• Prepare and maintain an accurate record management system of all patient records.
• Prepare and maintain reconciliation records.
• Forward ISIS data to State related Health Commission on a monthly basis.
• Forward HCP data to Private Health Funds on a monthly basis.