Cochlear Admin Support Grade 1V

Principal Duties and Responsibilities:

Daily

• Requests from multi-disciplinary team such retrieve charts, reschedule appointment, phone calls and copy reports etc.
• Scanning and sending audiology reports to relevant professions per report for ccs.
• Checking in of patients to department- notifying relevant team members.
• Taking telephone calls and ensuring all messages are emailed to appropriate team member in a timely fashion.
• Communicating professionally with patients via e-mail and department texting phone.
• As a multi-disciplinary team patients are seen daily by team, charts and recent reports are requested for these appointments.
• Block book Appointments to be booked for team. As a National Programme the majority of patients attending the department are from outside Dublin as a result we incorporate multiple appointments on any one day for these patients to facilitate travelling arrangements.
• Checking relevant email and ensuring follow up.
• Minute taking at monthly MDT meetings.

Weekly

• Clinic preperation
• New Referrals to be tracked on OPD tracking system
• Pull and prepare charts 2 weeks in advance.
• Prepare charts with Cochlear implant forms, labels, and relevant clinical and assessment results, MRI, ABR etc.
• Sit clinic and check in patients.
• Pre or post clinic take notes in team meeting re plans for patients etc.
• Following clinic’s
• Clinic dictation of Dr.’s letters from T-Pro and sending copies local service audiologists or relevant teams.
• Scanning of Audiology results.
• Update new patients status and detail on cochlear data base (BCS)
• DNA’s documented in chart and letters sent to patients
• Ensure all charts were tracked correctly
• Ensure all patients episodes were linked and annual appointment logged in next session plan

Clinic Appointments

• Make new patient appointments,
• Send all relevant details with appointment letter including paediatric contact sheet and adult history forms.
• When contact sheet/adult history form is received back to the dept liaise with relevant team members and attach to referral letter for upcoming clinic appointment.
• Make return appointment accordingly, for results of tests and team assessments.
• Cross cover from reception & OPD clinic

Software package used

• MS Access (BCS),
• MS Excel,
• MS Word - (mail merger used)
• BHIS (OPD Tracking, Chart Tracking, Clinic Overview, Appointment Scheduling,)
• Pipe – Checking MRI dates
• Custom Sound – Cochlear Package used to view patient record.
• Outlook – email
• T-Pro

Officer Technology

• Duplex Copier
• Scanning reports on Copier
• Text Phone

Communication
Communication skills for both cochlear team and external associated professionals, and also communication skills with patients particularly with reference to communication with deaf people.

Cochlear Team consists of
Speech and language Therapists
Audiological Scientists
Teachers of the Deaf
Psychologist
Admin
Consultant Surgeons
Nurse
Physicist
Health Care Assistants

Days/ Hours of Attendance
Core hours are 09.00 – 17.00 noting clinic can be different / change

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:

Candidates must have at the latest date of application:

Mandatory:

1. Professional Qualifications,

Experience (a) Eligible applicants will be those who on the closing date for the competition:

(i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.

Or

(ii) Passed an examination of at least equivalent standard

Or

(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills And (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office based on the skills competencies and knowledge for the post.

2. Health

A candidate 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.

       3.Character

Each candidate for and any person holding the office must be of good character.

Desirable:
- Experience of working in scheduled care in an Acute Hospital setting
- Experience working with an otolaryngology and cochlear implant Team
- Knowledge of Hospital Information Systems
- Experience in OPD clinic environment

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)