Service Booking Administrator - Gastroenterology

Te Whatu Ora - Health New Zealand; Dunedin; On-site; NZD 77,000 - 80,000; Full time

Job summary

Health New Zealand | Te Whatu Ora in Dunedin seeks a Service Booking Administrator to support Gastroenterology outpatient and endoscopy services. You will book appointments, manage waitlists, schedule admissions, transcribe tasks, and maintain accurate patient records within the administration system.

You will collaborate with clinicians and administrative staff to ensure clinics are efficiently scheduled and patient needs are met, while keeping data accurate and updated.

Qualifications

• Minimum two years of administration and customer service experience, preferably in a health or high pressure environment.
• Strong literacy and numeracy skills.
• Proficient computer skills with MS Word, Excel and Outlook.
• Excellent interpersonal and written/verbal communication abilities.

Responsibilities

• Book referrals and ensure forms are complete; obtain missing information from clinical staff when needed.
• Load patients to waitlists in the patient administration system with surgery/admission dates as known.
• Coordinate requests for tests or scans with the appropriate department.
• Monitor waitlists and escalate non-compliant cases to clinicians or management.
• Close outpatient waitlist entries once patients are assigned appointments.

Skills

Administration experience

Customer service

Attention to detail

Teamwork

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

• Salary Band between $76,705 - $79,925 –p.a prorata + KiwiSaver

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

About the Role

The Service Booking Administrator helps keep the Gastroenterology outpatient and endoscopy services running smoothly. The role includes booking appointments, managing waitlists, scheduling outpatient admissions and endoscopy lists, medical transcription tasks, and maintaining accurate up to date patient records within the patient administration systems. You'll work closely with other administrators, administration supervisor, and clinical teams to make sure clinics are scheduled and all patient requirements are met.

Tasks include but are not limited to:

• Referrals for the Gastroenterology & Bowel Screening Services are receipted
• Booking forms are checked for completeness, and missing information is sourced from Southern electronic systems or clinical staff when necessary
• Patients are loaded to the waitlist in the patient administration management system, with surgery, admission and/or treatment dates added if known
• Requests for required tests or scans are forwarded to the appropriate department for action
• Patient waitlists are monitored, and cases exceeding Health New Zealand guidelines or Health Targets are escalated to clinicians or management
• Outpatient waitlist entries are closed upon completion of assigning the patient to an appointment

About the Team/Service/ Location

Health New Zealand - Te Whatu Ora - Southern has the largest geographical coverage of all the New Zealand regions, providing services to 350,000 people in diverse communities. We take pride in all the services we provide, and our aim is to improve, promote and protect the health of our region. We believe that our dedicated and passionate staff are a significant driving force behind the achievement of these standards, and we need more like-minded people to help us continue providing for our community.

About you

This is an extremely busy service, and no two days are the same and each day flies by at pace. You will need to be calm under pressure, a fast learner, team player and a doer, all while providing fast, accurate, and flexible booking and administrative support. Attention to detail is imperative.

Our ideal candidate will:

• Have at least two years administration and customer service experience, ideally from a health or other high pressure/stakes environment.
• Hold good working knowledge of office systems and procedures, and an eye for anomalies.
• Evidence of good literacy and numeracy skills
• Have excellent computer skills, including knowledge of Microsoft Word, Excel and Outlook
• Have a high standard of interpersonal communication skills, with the ability to effectively communicate verbally and in writing with a variety of people
• Work well in a team and foster good interpersonal relationships and a willingness to support and assist others.
• Be respectful of the privacy of individuals when dealing with personal information

Working at Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community. We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.

Job details

Job Reference:

Job Reference: 241881

Location:

South Island - Otago - Dunedin

Job type:

Job type: Permanent Full time

Expertise:

Non-clinical - Administration - All values