Patient Admissions / Registration Manager

Introduction:

Patient access services across Beaumont Hospital include patient registration for scheduled and unscheduled care, main reception services including visiting, transport bookings for patients, staff and courier services. Staff in these areas are often the first people patients meet when they come to the hospital and as such they play a key role in ensuring a smooth patient journey.

Job Summary:

The Patient Admissions / Registration Manager will be responsible for the delivery of Patient Access services during core hours at Beaumont Hospital and will liaise directly with the Out of Hours Patient Admissions / Registration Manager to ensure a seamless service to patients.  He / she will provide leadership to patient access administration staff employed by Beaumont Hospital, ensuring that policies/ procedures and service level agreements are adhered to and in so doing ensure a quality service to patients and service users. In addition they will liaise as appropriate with any external service provider / externally contracted service providers.  The Patient Admissions / Registration Manager will be expected to contribute to the overall running and development of the department, keep senior management updated on all issues that affect the department or the hospital in general.

As we transition from BHIS to IPMs this post will play a core role in maintaining services and ensuring new systems are complied with and staff are adequately trained.

Hours of work:

35 hour working week, Monday to Friday, worked flexibly to meet the needs of the service.  Occasional weekend or evening work may be required, mainly associated with downtime.  It is expected that the post holder will be available mainly during core hours and that the flexi-clock system will be utilised.

Key Areas of Responsibility include but are not limited to:

• Delivery of Patient Access Services during Core Hours.

• Manage all administration personnel assigned to the Patient Admissions / Registration Manager during core hours, including but not limited to patient registration, main reception including visiting and transport services.

• Be aware of and implement changes in relation to new legislation that may affect patient access procedures, financial assessment, data protection etc.

• Work with finance to agree and implement procedures around financial assessment.

• Work with Management Information and IT to agree and implement procedures for patient registration, data management, bed budgeting and accurate reporting of the hospital bed status.

• Participate in Hospital committees / working groups as required, especially in areas such as JCI, Coral BHIS project.

Service Delivery:

• Ensure service is delivered to all stakeholders in line with hospital policies and procedures and service level agreements.

•  Liaise with all stakeholders to ensure that services meet expectations. Stakeholders will include but are not restricted to; General Services, Patient Flow,  Directorate Management Teams, Department Heads, Clinical Nurse Managers, Ward Clerks, Management Information, Information Technology, Medical Records and outside agencies such as HSE ambulance service and private ambulance services.

•  Ensure that resources both pay and non pay are used efficiently and that work practices are constantly evaluated to develop more efficient systems of delivery.

•  Ensure good communication within the patient access department by appropriate means including establishing regular staff meetings in line with the hospitals communication strategy.

•  Promote awareness of confidentiality and good record handling practices.  Motivate and guide individuals and/or groups towards organisational and departmental objectives. 

•  Ensure that all operational activities are carried out in a fair and equitable manner and according to hospital policy including; rostering, annual leave planning, overtime arrangements, allocation of duties, recruitment and selection of staff, training and professional development.

•  Ensure maintenance of the following records; sick leave, time management system, salary returns, employment set ups.

•  Develop policies, procedures and guidelines to ensure patient access services are provided in line with best practice.

•  Liaise with sub-admission offices and ward clerks regarding the upkeep and refreshing of data on BHIS or alternative systems.

•  Liaise with patient flow to ensure good lines of communication regarding discharges and transport requirements.

•  In consultation with the General Services Manager develop short, mid and long term strategic plans for patient access services.

•  As a senior manager within General Services provide cross cover to other areas in the division as required and deputise as required.

Service Planning

• Identify opportunities for service improvement and initiate steps to accomplish same. 

• Participate in the development of service level agreements by supplying information to understand costs, pricing of service, service requirements. 

• Prepare and present reports as required.

• Keep abreast of changes in service delivery methods and projects within the hospital to ensure security services can respond appropriately, e.g. Clinical care programmes etc.

• Produce an annual report on patient access services.

•  Participate in the tendering process for  patient access related services as required

• Participate in projects as required to improve the service eg. NClass project.

Performance & Financial Planning

•  Participate in the development of business cases and/or other proposals for improvements or modernisation of services.

•  Monitor and track performance targets including sick leave, staff turnover, ambulance and taxi usage etc.

•  Facilitate monthly meetings with HSE ambulance service.

•  Maximise the contribution of patient access staff through performance appraisal, personal development, individual and organisational development and continued skill mix review. 

•  Identify personnel, equipment and training needed to provide the service and contribute to the development monitoring and control of the patient access services budget.

•  Liaise with Directorate Management Teams, Accounts, Management Information, Coding and IT as required to ensure accurate data in relation to bed budgets, private bed occupancy and patient demographic details.

•  Liaise with insurance companies as required to ensure maximum efficiency in terms of income from private occupancy.

Human Resource Management

• Be responsible for the recruitment and induction of new staff to the service – Patient Registration, Transport, Main Reception. 

• Ensure that the responsibilities and objectives for direct reports are clearly defined and understood – job descriptions and person specification up-to-date. 

• Review work patterns, flexible working arrangements, job rotations, succession planning and personal development plans.

• Be responsible for the management of sickness and absence in accordance with hospital policy.

• Complete all relevant returns and reports as required including but not limited to sick leave returns, salary returns, rosters etc.
• Facilitate staff to continue their education and personal development to support improved organisational performance.

• Review overall training requirements for patient access staff, ensuring completion of mandatory training and specialist job relating training as required:
  ● Maintain records of staff training, using the STORM / SAP systems as appropriate. 
  ● Ensure all staff under go mandatory training as well as any specialist training relevant to their work eg. BHIS, NClass etc.

• Promote equal opportunity and adhere to best practices employment and approaches to managing and implementing change. 
  
  
• Encourage a culture of continuous improvement and mutual co-operation in the achievement to the highest possible standards. 

• Keep abreast of all developments and changes in practice including legislative changes.

• Promote good industrial relations in employment practices including the handling of grievances in accordance with the relevant policy. 

• Participate in disciplinary hearings when required.

• In liaison with the out of hours Patient Access Manager to ensure systems in place to manage rosters, annual leave, etc. which enable efficient and effective staff deployment.

• Develop a learning and development plan for staff in patient access services, taking advantage of existing programmes such as the staff development programme and giving staff opportunities to attend meetings relevant to their area of work.

• Provide regular updates for staff within patient access services, ensuring that there is a philosophy of open two-way communication and in particular support the Team Briefings Policy.
  
  

Quality Assurance and Risk Management

• Engage with staff across the organisation to develop clear values and behaviours which support the delivery of excellence in healthcare.

• Establish and maintain quality improvement programmes to improve departmental operations and ensure a high level of service quality.  

• Promote effective, efficient delivery of services to patients, visitors and hospital staff.

• Liaise with Health and Safety Co-ordinator in relation to compliance with Health and Safety Legislation. 

• Develop and conduct customer / stakeholder satisfaction surveys, and develop action plans for the services based on outcomes.

• Monitor and develop strategies to deal with and minimise adverse events in relation to patient access services and liaise with the IQS department in regards to any investigations that may be required.
  
  

Personal

• Ensure adherence to time and attendance clocking conditions.

• Ensure compliance with hospital policies regarding absenteeism and other HR policies as available on the hospital intranet.

• Ensure compliance with mandatory training eg. Hand hygiene, manual handling and fire training.

• Undertake such training as is made available or is deemed necessary to ensure efficient work practices eg. Computer skills training.

Beaumont Hospital Board may at its absolute discretion reassign the appointee at any time.

Selection Criteria:
Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

1. Professional Qualifications, Experience, etc
(a) Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other
statutory health agencies, or a body which provides services on behalf of the HSE
under Section 38 of the Health Act 2004
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of
subjects in the Department of Education Leaving Certificate Examination, including
Mathematics and English or Irish1
. Candidates should have obtained at least Grade
C on higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalent
examination in another jurisdiction
Or
(iv) Hold a comparable and relevant third level qualification of at least level 6 on the
National Qualifications Framework maintained by Qualifications and Quality
Ireland, (QQI).
Note1:
Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level
paper is not acceptable.
Candidates must have achieved these grades on the Leaving Certificate Established programme
or the Leaving Certificate Vocational programme.
The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
and
(b) Candidates must possess the requisite knowledge and ability, including a high standard of
suitability, for the proper discharge of the office.

2. Age
Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within
the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A
candidate who is not classified as a new entrant must be under 65 years of age on the first day of
the month in which the latest date for receiving completed application forms for the office occurs.

3. Health
Candidates for and any person holding the office must be fully competent and capable of
undertaking the duties attached to the office and be in a state of health such as would indicate a
reasonable prospect of ability to render regular and efficient service.

4. Character
Candidates for and any person holding the office must be of good character.

Desirable:

• At least 2 years exp in managing / supervising staff.
• Excellent Knowledge of Admissions/ Registration Systems.
• Computer literate.
• Experience of dealing with Patients and families directly
• Excellent Verbal and written communications skills.
• Level 6 QQI

Further Information for Candidates:

Informal enquiries ONLY: