PACS Administration Assistant

PACS Administration Assistant DepartmentRadiologyJob FunctionAdministration Services Reporting to PACS Manager Location Blackrock Health Hermitage ClinicJob PurposeA Radiology PACS Administration Assistant is required to provide a professional and customer focused service to our referring consultant clients and their patients attending our hospital. The PACS administration assistant will report to the PACS Manager.Job Background/Context  Blackrock Health Hermitage Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. The Radiology department at Hermitage Medical Clinic provides a comprehensive range of diagnostic procedures delivered in state of the art facilities by a team of experienced professionals committed to excellence in clinical standards and patient care. The department has grown from strength to strength since its inception in 2007 and now performs more than 60,000 diagnostic and interventional examinations per year of an increasing range and complexity. With an experienced team of 10 consultant radiologists and over 50 employees including radiographers, assistants, nursing and administrative staff and the latest in CT and MR technology soon to be installed, this is an opportune time to join a team of highly skilled individuals dedicated to delivering a first class cross sectional imaging service.Key Responsibilities  Principal Areas of ResponsibilityTo ensure that all your contact with patients, clients, staff and visitors are courteous and professional and the service delivered meets with the agreed specified protocol and turnaround time of results and / or reports to clients.Communicate, support and work in conjunction with the PACS Manager on a daily basis to ensure optimum delivery of the PACS serviceMonitor PACS System Daily to ensure exam integrity and system performance. Perform daily housekeeping tasks and document outcomes.Import External Image and Reports for review, comparison and/or MDTTo respond to enquiries in a helpful manner directing clients to the right source if they have come to us in error. This encounter may be on the telephone or “face-to-face”.Provide imaging to referrers, patients, hospitals and medical facilities via disk or electronic transfer e.g. BEAM.Data tracking and documentation.System administrative support including end user management, merge report, Meditech cancellation report and investigation etcProvide friendly and helpful support to system end users across the Clinic.Troubleshoot system issues and resolve or escalate as needed with vendors.Creating System Statistical and Data Reports.Liaise with Consultant Secretaries, External Hospitals and MDT Coordinators regarding imaging requestsKnowledge and experience of Meditech HIS System.Observe rules, policies and standard of Blackrock Health Hermitage Clinic.Observe and maintain strict confidentiality of personal information and data relating to patients and staff.Support the Radiology Administration Supervisor and PACS Manager on Swiftqueue related issues.  EnvironmentTo comply and to adhere to GDPR policy regarding the keeping of medical records and the minimum data set to be collected from our patients in order that data can be inputted and retrieved correctly in Meditech.To participate actively in matters relating to audit that is set out in the Department.To exercise flexibility in all staffing situations. Extra hours will be asked when needed.To ensure accurate communication and the promotion of the Department, its services and the Hermitage Medical Clinic.To communicate promptly, as appropriate, any comments and complaints made about the service by our client users or members of staff to the Radiology Administration and Service Managers. To maintain at all times a professional approach to all our clients, with the highest level of discretion and confidentiality concerning client information and all aspects of care.To liaise with other departments and our external client, principally secretaries of our Consultant users of the service in the pursuance of fulfilling patient’s care.To comply with all Health & Safety Policies, Fire Policy, Clinic Policies, Departmental Policies and Procedures.To undertake any other duties commensurate with the grade, as delegated through the appropriate channels and agreed with the Radiology Administration Team Lead. Education / TrainingTo identify and develop personal training needs in conjunction with individual performance reviews and the needs of the Department. This may be influenced by business needs, service demands and or legislative requirement.To attend and maintain mandatory training deemed compulsory by the Hermitage Medical Clinic including Fire training, Infection Control and customer careParticipate in instruction and training of new administration staff as commensurate with the role Performance of DutiesUtilise department protocols and set standards to continually undertake administration and customer service procedures of the highest qualityExecute their duties courteously and professionally at all times and seek to ensure that the highest level of customer service is provided by the Radiology departmentParticipate in weekend duties·      Perform other appropriate duties which may be required from time-to-time by the PACS Manager. ProfessionalMaintain confidentiality in relation to all information regarding patients in accordance with the Clinic’s Data Protection PoliciesPractice effective communication skills when liaising with both staff within the department, throughout the hospital and various external sources in order to provide a quality service to patients and clinicians Health and SafetyEnsure that the Radiology administration environment, equipment and facilities are managed within the context of the Clinic’s Health and Safety Policies and that all staff are aware of their responsibilities.Reporting and acting on equipment faults as appropriate to determine the severity of the problem and its probable impact on the service. Learning and EducationTake personal responsibility for own professional development and keep up to date with evidence based practice and research.Attend and participate in staff development programmes on an ongoing basis.·      To identify and develop personal training needs in conjunction with individual performance reviews and the needs of the Department.Attend all mandatory training days and ensure that all mandatary training is in date.Assist with the orientation and induction of new staff, helping them to integrate as members of the team.Comply with all HR systems and policy requirements.Quality Improvement and Risk ManagementEnsure compliance with all relevant Hermitage Medical Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements. Participate in the continuous review and evaluation of policies, guidelines and existing practices.To participate actively in matters relating to audit that is set out in the DepartmentAssist in promoting a culture of continuous quality improvement across the department. Be aware of the core objectives, standards and key performance indicators (KPI’s) for the service and contribute to the monitoring of performance against these standards.Participate in the requirements of the hospitals accreditation process.Participate in the requirements of the hospital’s risk management programme.Promote the delivery of a high standard of care to all patients.   Essential Criteria Knowledge/Experience Qualifications:·    Leaving Certificate or equivalent Experience:·   2 years’ experience in administration·   Familiar with a computerised patient information systems i.e. PACS·   The ability to interact and communicate effectively with multidisciplinary staff members within the Hermitage Medical Clinic.  Skills/ Competencies ·      Excellent written, verbal and interpersonal communication skills·      Team work·      Work well under pressure·      Flexible·      Patient centred / Customer focused·      Planning and organising skills  Desirable Skills Knowledge/ Experience  ·      Fetac 5 (or other) qualification in medical administration and terminology·      Experience within healthcare administration setting  This Job Description is intended as a basic guide to the scope and responsibilities of the position and is subject to regular review and amendment. The role holder will be required to be flexible in this position and is expected to facilitate working additional hours on occasion, when requested.Blackrock Health Hermitage Clinic is an Equal Opportunities Employer