Administrator/Receptionist

Quantum Polyclinic; Galway; Hybrid; EUR 28,000 - 42,000; Full time

Benefits offered by this job

Free on-site parking

Job summary

Quantum Polyclinic in Galway is seeking a Radiology Administrator/Receptionist to greet patients, manage imaging appointments, and maintain records within a busy radiology department. You will support insurance documentation and liaison with clinical staff to ensure efficient service delivery.

The role requires strong organisation, confidentiality, and a patient-centered approach, with hours Monday to Friday in a full-time capacity.

Qualifications

• Greeting patients and providing efficient administrative support.
• Managing patient appointments and imaging schedules.
• Processing health insurance documentation and billing support.

Responsibilities

• Schedule and manage MRI and ultrasound appointments.
• Register patients on hospital information systems.
• Handle patient queries via phone/email with confidentiality.
• Update RIS/PACS and patient records.
• Coordinate referrals from internal and external providers.

Skills

Communication skills

Time management

Organisational skills

Patient service

Education

Healthcare administration qualification

Tools

RIS/PACS

Hospital information systems

Job description

Job Title: Radiology Administrator/Receptionist
Department: Radiology
Location: Quantum Polyclinic, Knocknacarra, Galway
Reports To: Department Manager
Contract Type: Full time

Quantum Polyclinic is a next-generation, consultant-led healthcare facility providing rapid access to diagnostics - MRI, Ultrasound and Cardiac scans. The clinic focuses on delivering integrated, high-quality, patient-centered care with fast access to diagnostics and specialist services in a world-class clinical environment.

Job Summary

Due to the success of our business within such a short time period (since opening at the end of June 2026) we are looking to grow our Administration team. The Administrator is responsible for greeting patients and providing efficient and professional administrative support within a busy clinic. The role involves managing patient appointments, coordinating imaging schedules, maintaining accurate records, managing insurance documentation, and supporting clinical staff to ensure the smooth and effective delivery of radiology services. Working as part of a team alongside another experienced Administrator/Receptionist.

Key Responsibilities

• Schedule, reschedule, and manage appointments including, MRI, Ultrasound, and other diagnostic imaging services.


• First point of contact for patients upon arrival


• Register patients accurately on hospital information systems.


• Manage patient queries both in person and via telephone/email in a professional and confidential manner.


• Provide patients with preparation instructions for imaging procedures.


• Liaise with patients regarding appointment changes, delays, or cancellations.

Insurance & Billing Administration

Process and verify private health insurance details for patients attending the Radiology Department.

• Prepare, review, and submit health insurance claims and associated documentation accurately and within required timelines.


• Liaise with insurance providers regarding authorisations, eligibility queries, and claim follow-ups.


• Ensure all insurance documentation complies with hospital policies and insurer requirements.


• Support patients with queries relating to insurance cover, claim requirements, and billing processes.

Department Coordination

Coordinate imaging referrals from internal departments, GPs, and external healthcare providers.

• Ensure referrals are complete, accurate, and prioritised appropriately.


• Maintain and update waiting lists in accordance with hospital policies and national guidelines.


• Support radiologists, radiographers, and nursing staff with administrative tasks.

Records & Data Management

• Maintain accurate patient records in line with data protection and confidentiality requirements.


• Process imaging reports and ensure timely distribution to relevant clinicians.


• Update electronic patient record systems and radiology information systems (RIS/PACS).


• Assist with data collection, audits, and departmental reporting as required.

General Administrative Duties

• Manage departmental correspondence, filing, and document control.


• Assist with stock control and ordering of office supplies where required.


• Support service improvement initiatives and quality assurance activities.


• Ensure compliance with hospital policies, health & safety procedures, and infection control guidelines.


• Previous administrative experience in a hospital or healthcare environment.


• Experience working in a busy clinical environment


• Experience handling private health insurance claims, authorisations, and related documentation.


• Excellent organisational and time management skills with the ability to prioritise workload.


• Strong communication and interpersonal skills.


• Ability to work accurately under pressure in a fast-paced environment.


• Strong attention to detail and commitment to patient confidentiality.


• Work well as part of a small, growing team


• Experience using Radiology Information Systems (RIS) and Picture Archiving and Communication Systems (PACS).


• Knowledge of patient scheduling systems.


• Relevant administrative or healthcare qualification.

Personal Attributes

• Professional, courteous, and patient-focused approach.


• Ability to work independently and as part of a multidisciplinary team.


• Flexible and adaptable to changing service needs.


• Strong problem-solving skills.

Working Hours

Full time, Monday to Friday 8.30am - 5pm (flexibility essential)

Job Types: Full time

Expected hours: 40hrs per week

Salary negotiable depending on experience

Job Overview

Employment Type Full-time

Salary Range Salary negotiable

Quantum Polyclinic, 128 Gleann Na Mona, Ballymoneen Road, Knocknacarra, Galway H91 33E5
Scan QR code to get Directions

Location

Quantum Polyclinic is located in Knocknacarra, Galway, with free on-site parking and convenient public transport links.

Rooted in Care, Right Here in Town. Our first polyclinic is located in west Galway City, Quantum Polyclinic serves a local Knocknacarra population of c.22,000. With over 86,000 people in the Galway urban area alone, we are bringing vital medical services to the broader Western region of Ireland. Further polyclinics are planned nationwide

Free on-site parking

Closer access with on-site parking, perfect for families, seniors, and anyone with mobility needs.

Seamless connectivity

No hassle, no detours. Arrive smoothly by car or public transport

Direct Bus Routes

Served by City Direct Bus Routes 410, 411 and 412, easy access for commuters.

Fully Accessible & Designed with Patient Comfort in Mind.

Reliable testing and timely reports, delivered with accuracy and care. Reach out to schedule your tests at your convenience.