Job Notice: Patient Services Co-Ordinator, with responsibility for the Free Contraception Scheme June 2025 The Dublin Well Woman Centre The Dublin Well Woman Centre (DWWC) is a leading provider of womens sexual and reproductive health care, delivering healthcare and counselling services to over 30,000 women annually from its three Dublin clinics.
This is an exciting time for the DWWC, having just opened a brand new flagship clinic in Dublin 2 with a renewed Strategic Plan and a determination to lead through advocacy, and to influence the womens health agenda nationally.
This is an opportunity to play a pivotal role in shaping the organisations delivery of Free Contraception services (currently for women aged 17 35 years, but which may be further extended, subject to national budget plans).
As part of the administration team, in a hands on role you will be responsible for all of the administrative functions necessary to underpin effective service delivery, for preparation of weekly and monthly reports, and for qualitative analysis.
The successful candidate will be a self-starter who works well on their own initiative, who can work in a flexible working environment, and who welcomes the challenges that will come in shaping the delivery of a landmark womens health service.
Job Title: Patient Services Co-Ordinator / Free Contraception Reporting to: Primary day-to-day reporting is to the Clinic Operations Manager + to the Finance Manager in respect of preparation of weekly and monthly activity-, claims-, No-Show-, reconciliation- and reimbursement-reports.
This role will be based full-time in 3 days per week in the organisations Capel Street Head Office with varying days each week in each of our two clinics.
Overall Purpose of the job: To ensure the smooth administration and effective delivery of services in the Free Contraception scheme within the DWWCs two clinics, and to provide support to the Operations and Finance Managers for that service.
You will be committed to providing women presenting to the DWWC for Free Contraception appointments receive effective and efficient services.
You will be a calm, professional and articulate source of information on the operation of the scheme.
You will be responsible for ensuring all necessary administrative and operational systems both paper-based and IT - are in place in the clinics to support the delivery of the service, and a level of ownership around the role is expected in time, once you are trained in on our processes and procedures.
You will work with the Management team on the ongoing development, promotion, administration and continuing improvement of Free Contraception services in the DWWC.
Note: Excel / Numeracy Skills Required A large part of this role involves submission of claims, and reconciliation of claims to the HSE all of which are number-based, for example Claim forms, Patient identifiers, Monetary amount of visits.
There is reconciliation of cash receipts on a daily/weekly and monthly basis, coupled with ongoing preparation of statistics on visit activity.
Very strong Excel skills and a high level of numeracy and accuracy are essential, this is not a job where basic excel skills will suffice.
Key Responsibilities of the Free Contraception Patient Services Co-Ordinator: Day to day oversight and awareness of appointments booked in the Free Contraception Scheme for the two clinics.
This applies to appointments booked by Reception via phone or email request.
Verification of date of birth and PPSN eligibility for the schemein advance of reception booking appointments.
Ensure patients presenting for Free Contraception have completed all necessary documentation, Registration Form, GDPR Consent and documentation saved to patient file.
In conjunction with Reception, manage email inboxes for confirmation and cancellation of appointments.
Verification of age eligibility with the PCRS (Primary Care Reimbursement Scheme) online checker (women who have GMS card, or Drugs Payment card, or Long-Term Illness) Liaise with Finance Manager around ongoing numbers of appointments.
Specific activity reports will be required (Weekly /Monthly / Quarterly) in relation to active, cancelled and No-Show appointments for the three clinics.
Regular communication with Management team in relation to same.
Prepare and submit daily / weekly claims to PCRS for the two Dublin Well Woman clinics.
These claims also need to be reconciled to what has been put through invoicing in our patient management software.
Prepare weekly ongoing lists for Operations Manager and Finance Manager around services provided, where DWWC has not been reimbursed Manage phone and email queries around the operation of the scheme and liaise directly with PCRS for supplies and payment queries.
Occasional liaison with the Social Media Co-Ordinator around communications on website and social media platforms Complete project work assigned from time to time, including preparation of monthly, quarterly and annual statistics, and preparation of DRAFT reports on the scheme for use in the DWWC Annual Report.
This is not a definitive job description as this is a constantly evolving service, so tasks may change or be added over time.
Experience and Skills Note: There is a high volume of patient throughput in this service.
The highly numerical nature of the role, with a large number of individual transactions, means that the role may suit someone with a bookkeeping or accounting technician background who has worked in Accounts Receivable / Debtors Reconciliation in the past.
However, please note that this role is self-contained to the free contraception service and as well as submitting claims for payment, reconciling cash receipts and preparing statistics etc there is a level of patient administration including phone calls, emails, appointment confirmations which take place day to day, and for which the Patient Services Co-Ordinator will be responsible Education and Experience Profile: Minimum of three years of administrative experience Excellent MS Excel skills, including experience manipulating data.
You must be able to sort and filter large tables of data, create charts and reports from source data within our HPM system, utilise pivot tables, etc Ability to work as part of a team to achieve set goals An awareness that the DWWC, though functioning in the social economy, nonetheless must run as a not-for-profit business, with appropriate policies and protocols Strong knowledge of MS Office suite A primary degree in a related field will be beneficial Experience in the non-profit sector desirable, though not essential Familiarity with healthcare policy approaches to Contraception, and the advocacy background to the issue in Irish life is beneficial Skills Summary: Results orientated, flexible, resourceful and self-motivated with the ability to manage multiple deliverables.
The ability to manage sensitive information while maintaining absolute confidentiality Process improvement experience desirable Strong customer service focus and a commitment to excellence.
Strong verbal and written communication skills.
Strong numerical / numeracy skills are essential Resilience and the ability to work in a sensitive area of healthcare Ability to work independently and adhere to tight deadlines.
The Specifics Starting salary range 32 33 K Role will be based in Well Womans city-centre Head Office and our 2 clinics Hours are full-time, Monday to Friday, 8.30 am 5pm (37.5 hours / week) 2-year Fixed Term contract, with a 6-month probation period.
21 Annual Leave days.