Applications are now invited for the following positions:
Receptionist /Admissions (Referral & Assessment Unit)
St Patrick’s Mental Health Services is seeking two Receptionists to provide reception and switchboard duties.

The available contracts are:

• 0.5 WTE Part-time, Permanent contract – After hours (Location: St Patrick’s Hospital, Lucan)
• 0.5 WTE Part-time, Specified Purpose contract – Shift work (Location: St Patrick’s Hospital, Dublin 8)

The successful candidates must have:

• Experience in Reception in a mental health care environment
• Experience in Microsoft Office applications including Word and Excel
• Switchboard experience
• Knowledge of RIO or internal health system is desirable

For informal enquiries please contact:
Natasha Oliveira, Administration Manager
Tel: 01 2493 625
Email: noliveira@stpatricks.ie

RECEPTIONIST/ ADMISSIONS (REFERRAL & ASSESSMENT UNIT)

St Patrick’s Mental Health Services is seeking is seeking applications from suitably qualified candidates to fill two part-time vacancies.
The successful candidates will report to the Administration Manager, Referral & Assessment Programme Manager, or their designate for provision of the service in the R&A unit.
The standard working week applying to each post is 17.5 hours per week.

QUALIFICATIONS AND/OR EXPERIENCE

Candidates must have:

• Experience in Reception in a mental health care environment
• Experience in Microsoft Office applications including Word and Excel
• Switchboard experience
• Knowledge of RIO or internal health system is desirable

COMPETENCIES/SKILLS

• Excellent communication/interpersonal skills
• Proven ability to prioritise and organise workload
• Confidential and discrete at all time
• Excellent telephone skills
• Clear & focused in thinking
• Ability to work alone and assume responsibility within defined parameters
• Excellent attention to detail
• Flexible
• Empathetic

RESPONSIBILITIES

The duties of the Receptionist/ Admissions (Referral & Assessment Unit) are outlined below. In carrying out all duties, the successful candidate should ensure all Health and Safety legislation; Hospital procedures and legislative policies are followed at all times.

• Acting as first point of contact for service users of the hospital, providing a service user with ID on admission
• Acting as initial point of contact for admissions to the hospital, checking the service user is booked for admission in a timely manner
• Ensuring that the admission administrative processes are completed i.e., admission information inserted on the PAS (Service user Administration System), consent form signed, insurance form and guarantor form completed on Claimsure
• Effectively completing all duties required as part of the admission process including the electronic health record
• Receiving relevant external and internal referral forms and presenting to CNM for Triage and provide appropriate follow-up. All requests for service will be uploaded onto the eSwift system following implementation (as per policy). Scanning and uploading all relevant information to the correct service user profile and the eSwift system following implementation
• Taking photo of service user for the medical record on admission
• Ensuring a newmedical record is created accurately
• Catching up on any admission forms/photos missed the previous day e.g., due to an out of hour/late admission
• Working with clinical staff to ensure that all service users are seen to by a nurse/doctor in a timely manner
• Locating any old notes for service user’s readmissions
• Calling the relevant medical secretary when service users without appointments want to see their consultants, dealing with the service user appropriately thereafter
• Dealing with all internal and external queries and directing people within the hospital and the surrounding area as required
• Entering data onto the Referral & Assessment Databases and electronic health record, including information regarding insurance clearance and payments/excesses
• Informing the relevant clinical and administrative Referral & Assessment team members of any payments/shortfalls as identified by the Finance Department on the Verification log
• Informing all service users due for admission of any payments/excesses that they may have to make prior to the admission date
• Receiving payments in person or over the phone for any service within SPMHS and record appropriately
• Receiving phone calls from referrers including GPs, external psychiatrists, other hospitals & SPMHS Staff
• Receiving phone calls from service users and relatives and providing appropriate information regarding the referral and admission process
• Maintaining the Admissions emails and action as required
• Logging all calls in relevant systems including a ‘Phone Enquiry Log’ sheet and other relevant systems as defined by policy
• Inputting necessary referral information onto Admissions Access Database and liaising with CNM and Referral & Assessment team with all updates
• Faxing/communicating through approved medium relevant Assessment Unit Referral Forms to referrers to ensure relevant background clinical information is received before admission assessment is schedule
• Meeting with the R & A clinical team as required, to review the admission referrals, regarding required actions, prioritisation of admissions and agree planned admissions
• Liaising with CNM in allocating assessment appointment times for the following day
• Contacting service users to communicate planned assessment /admission appointments, including the provision of information relevant to their admission, including PAON assessments
• Liaising with Clinical Records, R & A clinical team and ADON to ensure all previous day’s midnight numbers are accurate on the R &A Database and eSwift system
• Liaising with regional Dean Clinics and Associate Deans regarding relevant service user records and requests for service
• Liaising with the R & A clinical team to create an up-to-date list for scheduled admission assessments each day and retrieving relevant admission & assessment medical record forms
• Pulling daily reports needed by the R &A clinical team and Programme Manager as required
• Liaising with the R & A clinical team to ensure service users are booked into appropriate wards, re-allocating as directed to accommodate emergency admissions
• Providing cross-cover for the other the R & A Administrators, during periods of leave including break periods and lunch periods as rostered
• Meeting and greeting Service Users and visitors
• Admitting Service Users to the hospital, within remit of role
• Answering all incoming calls and forwarding as appropriate
• Facilitating all outbound call requests from staff
• Dealing with general phone queries
• Dealing with visitors and Service User queries
• Completing all requested/ required taxi bookings
• Logging Escort Forms
• Looking after incoming post and deliveries, ensuring allocation to correct staff member / Service User
• Ensuring Reception is neat and tidy throughout the day
• Ensuring all data compliance requirements are complied with throughout the day
• Maintaining room keys for service users
• Providing cover for other Reception staff as allocated
• Undertaking any other administrative duties which may be assigned on an ad hoc basis