Company Description
Healthcare Abroad is Ireland's foremost cross-border treatment facilitator, assisting over 2,500 Republic of Ireland residents in accessing HSE-reimbursed medical treatments under the EU Cross Border Directive since 2014. This directive enables EU residents to receive fully reimbursed medical services for procedures such as orthopedic surgeries, weight loss surgeries, and gynecological treatments across the EU. Healthcare Abroad supports patients at every step, from organizing GP referrals and aiding with loan applications to handling travel logistics and reimbursement paperwork. Many patients successfully fund their treatments through Credit Unions thanks to the comprehensive support provided.
Job Description: Administrative Assistant Healthcare Abroad
Location: HCB Denia Full time Office based
Department: Administration
Role Purpose
The Administrative Assistant serves as the primary point of contact for incoming and outgoing communications, ensuring that leads, current patients, and past patients receive timely support. This role is vital for maintaining the administrative integrity of patient files and supporting the broader medical and patient management teams.
Job Responsibilities
Communication & Call Management (60%)
Incoming Call Handling: Manage incoming calls from potential leads, past patients, and current patients to address inquiries or direct them to the appropriate department.
Outgoing Outreach: Conduct recovery calls to patients' Next of Kin and pre-arrival calls for patients scheduled to arrive over the weekend.
Missed Call Recovery: Monitor and return calls missed during out-of-office hours or peak times when all operators were busy.
Lead & Document Administration (15%)
Lead Generation: Monitor the general information email to identify and input new leads into the system.
Digital Filing: Upload essential travel and identification documents, including passports and flight details, to patient records.
Patient Processing & Medical Compliance (10%)
Data Input: Process new patients by inputting GP details, Next of Kin information, and medical histories.
Biometric Documentation: Record and input patient physical metrics, such as height and weight, into the clinical system.
HSE Support & Project Work (10%)
Compliance Follow-up: Conduct follow-up calls to patients whose files have exceeded the standard four-week grace period to ensure all documentation is ready for HSE submission.
Ad-Hoc Support (5%)
Document Review: Assist in the systematic review of patient consent forms.
IT Collaboration: Provide data input support to the IT department for specialized projects as required.
Skills & Competencies
Technical Skills:
Systems Proficiency: Daily use of Zoho CRM, Zadarma (telephony), Google Drives, Microsoft Outlook and packages.
Data Management: High accuracy in data entry and medical record management.
Electronic Documentation: Ability to manage digital uploads and organization of sensitive identification and travel documents.
Soft Skills:
Effective Communication: High-level verbal communication skills for managing a large volume of daily calls with diverse stakeholders.
Empathy & Professionalism: Maintaining a supportive tone during recovery calls to Next of Kin.
Prioritization: Ability to filter and prioritize tasks in a high-volume environment (e.g., distinguishing valid missed calls from wrong numbers).
Collaborative Mindset: Willingness to provide cross-functional support to both IT and medical leads.
Education & Experience
Education: Minimum of a secondary school diploma; further education in Business Administration or Healthcare Management is an advantage.
Experience: Previous experience in a high-volume administrative or customer-facing role, preferably within a medical or clinical or hospital setting.
C1 Level of English and Spanish
Please email your CV referencing the job which you are applying to
Our Commitment to Diversity At Healthcare Abroad, we believe that a diverse team is a stronger team. We are an equal opportunity employer and welcome applications from all backgrounds, regardless of gender identity, age, race, religion, sexual orientation, disability, or family status. We value the unique perspectives our international team brings to patient care. If you require any reasonable adjustments during the recruitment process, please let us know; we are committed to providing an accessible journey for all candidates.
Igualdad de Oportunidades Healthcare Abroad garantiza la igualdad de trato y de oportunidades entre mujeres y hombres en sus procesos de selección, de acuerdo con la Ley Orgánica 3/2007 y el Real Decreto-ley 6/2019. No discriminamos por razón de sexo, edad, origen racial o étnico, religión, discapacidad o cualquier otra condición personal. Nuestro proceso de selección se basa exclusivamente en las competencias profesionales y el mérito individual.