Theatre Access & Scheduling Specialist

UPMC Ireland; Waterford; Hybrid; EUR 31,000 - 46,000; Full time

Benefits offered by this job

Maternity/Paternity leave

Pension plan

Death in service x3

Critical illness cover

ACES programme

Extended annual leave 27 days

Flexible working

Job summary

UPMC Ireland’s Access to Care Advisor supports the Theatre Scheduling Team by coordinating patient bookings, insurance validation and scheduling across multiple specialties. This role drives efficient theatre utilization, ensures clinical urgency is respected, and handles patient payment discussions with clarity and empathy.

The position requires strong hospital workflow knowledge, excellent communication, and meticulous data handling within IPMS and related systems.

Qualifications

• Strong understanding of hospital workflows, particularly in theatre or outpatient scheduling.
• Ability to manage complex information, multi-task, and meet deadlines.
• Fluent in English, written and spoken and eligible to live and work in the EU
• Strong interpersonal skills with the ability to build and maintain positive working relationships with a wide variety of teams.
• Excellent verbal and written communications skills
• Strong analytical skills with the ability to fully comprehend the impact of decisions.
• Demonstrated ability to prioritise and work under pressure and to strict deadlines.
• Ability to use own initiative and contribute effectively as part of a team.
• Results-focused and solution-driven with proven problem-solving skills
• Proven administrative experience in a healthcare setting
• Proficient in-patient administration systems (e.g., IPMS).
• The ability to work in a fast-paced customer-based environment
• An understanding of commitment to patient confidentiality

Responsibilities

• Coordinate the registration, validation of insurance and scheduling of inpatient, day case and side room procedures across multiple specialties.
• Ensure all patients are booked in accordance with hospital booking policy, prioritising clinical urgency set out by the clinical team.
• Calculates any excess, co-pay or shortfall that may apply to a patient’s surgery.
• Contact patients to discuss excess, co-pay or shortfall and self-pay prices, advising the patient of payment options and giving information relating to the booking.
• Maintain up-to-date knowledge of each specialty’s clinical requirements to schedule patients appropriately.
• liaise with consultants, medical secretaries, and the pre-assessment team to ensure patients are booked.
• Monitor theatre lists daily to identify potential gaps or overbookings and elevate to the clinical team as required.
• Communicate with patients regarding procedure dates, ensuring they are well-informed and appropriately prepared.
• Demonstrate ability to identify patients correctly in line with hospital and accreditation procedures.
• Generate and maintain accurate records and scheduling reports, supporting data entry into theatre and patient administration systems.
• Flag and elevate risks or scheduling delays that may impact patient safety.

Skills

English fluency

Interpersonal skills

Verbal & written communications

Analytical thinking

Prioritisation

Team collaboration

Confidentiality

Complex information management

Healthcare experience

IPMS proficiency

Fast-paced environment

Tools

IPMS

Job description

UPMC Ireland’s Access to Care Advisor supports the Theatre Scheduling Team by coordinating patient bookings, insurance validation and scheduling across multiple specialties. This role drives efficient theatre utilization, ensures clinical urgency is respected, and handles patient payment discussions with clarity and empathy.

The position requires strong hospital workflow knowledge, excellent communication, and meticulous data handling within IPMS and related systems.