Medical Information jobs in Ballybrit, County Galway

Job Title: Administrator/Receptionist
Department: Admin
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 in a modern community-based setting. The clinic focuses on delivering integrated, high-quality, patient-centred care with fast access to diagnostics and specialist services in a world-class clinical environment.

Quantum Polyclinic provides a range of services including MRI, Ultrasound and Cardiology diagnostics. The clinic is purpose-built to provide safe, efficient, and innovative care pathways while delivering an exceptional patient experience.

Job Summary

Due to the rapid growth Quantum Polyclinic has experienced to date, we are looking to grow our Administration team.

The Administrator/Receptionist is responsible for greeting patients and providing efficient and professional administrative support within a busy hospital Radiology Department. 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.

Key Responsibilities

Patient Administration

• Schedule, reschedule, and manage radiology appointments including MRI, Ultrasound, and Cardiology 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.
• Ensure all insurance documentation complies with hospital policies and insurer requirements.

Department Coordination

• Coordinate imaging referrals from internal departments, GPs, and external healthcare providers.
• Ensure referrals are complete, accurate, and prioritised appropriately.
• 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.

Essential Requirements

• Previous administrative experience in a hospital or healthcare environment.
• Experience handling private health insurance claims, authorisations, and related documentation.
• Strong knowledge of medical terminology relevant to radiology services.
• Excellent organisational and time management skills with the ability to prioritise workload.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office
• Ability to work accurately under pressure in a fast-paced environment.
• Strong attention to detail and commitment to patient confidentiality.

Desirable Requirements

• Experience using Radiology Information Systems (RIS) and Picture Archiving and Communication Systems (PACS).
• Knowledge of patient scheduling systems.
• Relevant administrative or healthcare qualification.
• Experience managing waiting lists or referral pathways.

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

8.30am - 5pm Mon - Fri.

Benefits:

• On-site parking

Ability to commute/relocate:

• Knocknacarra, County Galway: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you currently living in Ireland

Experience:

• Radiology Administration: 2 years (preferred)

Work Location: In person