Job Description

EMAPTA is looking for a passionate, driven, and customer-focused Admin Officer to join our team!Our client-partner's aim is to bring care and treatment to men, women and children with disabling bladder conditions and a wider acceptance and understanding of these conditions by the community.The skills our client-partner's specialized team bring together allows them to constantly improve their knowledge, collaborate on complex cases, and continuously learn from each other, creating a unique centre of excellence.Location: EMAPTA Orient Square Building—with the option to work from home temporarilySchedule: Mon. to Fri. 7AM-4PM Manila timeHeadcount needed: 1You will be responsible for:

• Manage tasks directed by the Adelaide team
• Manage local admin staff (Philippines)
• Cover all duties of local staff during any leave periods
• Making sure that doctor and patient's appointments are followed
• Answering patient queries from different mediums
• Email out new patient information packs
• Enter the patient's information in the database
• Entering incoming referral, creating the patient file in genie marking referral as reviewed by the doctor
• Sending out A & E links and following up on incomplete links.
• Update and maintain address book in Genie (i.e., entering HealthLink, argus, fax, email, or postal address, etc.)
• Check daily HealthLink reports and weekly invalid recipient
• Check all the billed bladder scans have a report in the patient's file
• Task doctors for missing Botox scripts
• Maintain these procedures and policies documentation on U Drive (network drive)
• Assist with daily electronic filing as able
• Responsible for sending all outgoing letters
• Manage patient recalls for procedures (e.g. Flexi, FUDS)
• Provide reports as required to management
• Develop systems and policies to streamline practice procedures
• Maintain documentation on U Drive
• Develop templates in Genie for theatre and procedural bookings and correspondence.
• Maintain tracking for any legal/treating doctor reports
• Arrange theatre and procedural bookings and settle accounts for these patients
• Doing tasks on Genie and helping other staff with their tasks and making as complete once done.
• Transferring emails to actioned folders once marked by staff.
• Linking the files on the process folder to patients and marking for review by the doctors, if necessary.
• Importing transcribed letters.
• Sending reviewed letters.
• Sending the appointment reminders and admission times to patients via SMS.
• Sending the quotes regarding consultations to 3rd party for approval.
• Sending quotes and anesthetic letters to patients and/or 3rd parties.
• Sending the prepayment link and admission to patients via SMS.
• Emailing the lists to Calvary and anesthetist, and to Scott and Radiology, if necessary.
• Forwarding the EZIDEBIT emails to the receipt bank.
• Receipting EZIDEBIT payments on genie.
• Managing all emails including third party and HealthLink.
• Managing all doctors' dictations.
• Typing doctors' dictations.
• Ensure all typing completed internally in appropriate time frame
• Auditing letters.
• Failed faxes
• Follow up on failed HealthLink and argus
• Missing invoice report
• Sending colleagues their consulting list on the (Wednesday) before their consulting on a Friday
• Processing FUDS files from sync folder on genie.
• Pending Procedures (Monthly)
• Advanced Extras
• Check for duplicate records
• Referral reminders (Example of time frames: On 18 March 2022, reminders were sent to patients who have appointments until 15 April 2022. Next schedule of sending reminders would be on 1 April 2022 for appointments from 18-29 April 2022.)
• Develop new revenue streams through B2B marketing, locally and internationally for books, online courses and speaking engagements for Dr Pillay
• Work with other team members
• Assist marketing team as required with social media, newsletters, CRM, website and advertising
• Brand development and PR marketing
• Identify business opportunities
• Ability to take on new roles with business expansion

Key requirements:

• At least with 3-5 years of experience in administrative/virtual assistant roles.
• At least with associate degree or equivalent.
• Has excellent English communication skills, both written and verbal.
• Should be able to adjust, improve, and develop system tools.
• Willing to follow Australian working hours and holidays.
• Ability to adapt to changes in the work environment.
• Accurate and able to produce quality work.
• Tech savvy and willing to learn systems.
• Team player—as well as the ability to guide other teammates when necessary.

A fulfilling career awaits you with these great benefits! What's in store for you:

• Collaborative team culture in a dynamic working environment
• Weekends off
• Day shift - 7AM-4PM Manila time
• Stunning office space in Ortigas—with the option to work from home temporarily
• HMO coverage plus 1 dependent upon regularization
• 20 Leave credits consumed at your discretion (with manager approval) with up to 5 days commutable to cash
• Talent engagement & development programs

Job Types: Full-time, PermanentSalary: Php30,000.00 - Php50,000.00 per monthBenefits:

• Company events
• Gym membership
• Health insurance
• Work from home

Schedule:

• 8 hour shift
• Day shift

Supplemental Pay:

• 13th month salary

Experience:

• Administrative: 3 years (Required)