Theatre Scheduling & Administration Clerk

Virtus Health – Sydney NSW

Hybrid

10d ago , from Illawarra Mercury Job Board

Position Description – Theatre Scheduling & Administration Clerk

Position Title

Theatre Scheduling & Administration Clerk – Martin Place Procedure Centre

Reporting To

Administration Team Leader

Position Purpose

The Theatre Scheduling & Administration Clerk is responsible for delivering high-quality administrative support alongside specialised theatre scheduling functions within a day hospital setting.

This hybrid role combines core administration duties with dedicated theatre scheduling responsibilities, requiring strong organisational capability, attention to detail, and the ability to coordinate complex procedural lists.

While all administration staff are cross-trained across general functions, this role includes additional accountability for theatre list coordination and scheduling accuracy.

This role requires confidence and capability to ensure accuracy and efficiency in theatre scheduling.

Key Areas of Responsibility

1. Theatre Scheduling

- Coordinate and maintain daily theatre schedules with the flexibility to manage last-minute changes, ensuring accuracy under pressure
- Demonstrate high-level communication skills to build rapport with doctors and clinical staff
- Accurately schedule doctors and patients based on procedure requirements, duration, and operational rules.
- Apply scheduling principles including:
- Procedure prioritisation
- Allocation based on complexity of procedures
- Theatre timing constraints and sequencing requirements
- Doctor preferences and availability

- Perform accurate and efficient data entry including, but not limited to:

- Patient details
- Medical history




- Health fund and Medicare details

- Adjust and update appointment and theatre times in accordance with operational requirements.
- Liaise with clinicians regarding missing or unclear procedural details.
- Perform final scheduling checks to minimise errors and ensure theatre efficiency.
- Troubleshoot scheduling conflicts and implementing solutions proactively.
- Liaise with:

- Doctors and clinical staff
- Nursing teams
- External providers (e.g. pathology, IT support)

2. Patient Administration & Coordination

- Manage patient bookings, appointment scheduling, and updates within Virtus systems.
- Coordinate patient documentation including:
- Consent forms
- Financial and claim documentation
- Pre-admission paperwork

- Maintain accurate and timely data entry in patient databases.
- Communicate with patients regarding:

- Appointment details
- Admission requirements
- Financial obligations

- Ensure all patient interactions are documented accurately.

3. Documentation & Theatre List Preparation

- Prepare procedure documentation folders using cluster printing workflows
- Ensure correct document collation and sequencing
- Manage document lifecycle including:
- Printing and preparation
- Scanning to patient records
- Cancelling unnecessary documentation





- Ensure completeness and compliance of theatre lists and documentation

4. General Administration (Core Function)

- Provide front desk and reception support, including:
- Greeting patients and visitors
- Managing phone enquiries and messages

- Complete patient admissions and discharges accurately and efficiently.
- Perform health fund checks, billing, receipting, and reconciliation tasks.
- Maintain patient records, filing, archiving, and document control.
- Process payments, invoices, and claims in accordance with procedures.
- Assist with reporting, audits, and data collection.
- Coordinate mail, couriers, and general office operations.
- Maintain stock levels and order office supplies.

Skills & Experience

Essential

- Previous administration and customer service experience (preferably in healthcare)
- Strong organisational and time management skills
- Excellent attention to detail and accuracy
- Ability to manage multiple tasks in a fast-paced environment
- Strong communication skills (written and verbal)
- Ability to work independently and as part of a team
- Advanced computer skills (Word, Excel, patient systems)
- Ability to maintain confidentiality and professionalism

Desirable

- Experience with hospital or day surgery administration workflows
- Familiarity with medical terminology
- Experience using patient management systems
- Exposure to procedure scheduling or theatre coordination

Personal Attributes

- Proactive and self-motivated
- High level of accountability and ownership
- Strong problem-solving capability
- Empathetic and patient-focused approach
- Excellent and adaptable communication skills
- Adaptable and responsive to change

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📌 Theatre Scheduling & Administration Clerk (New South Wales)
🏢 Virtus Health
📍 New South Wales