WHAT DOES A HEALTHCARE ADMINISTRATOR DO?

Published: May 12, 2025 – The Healthcare Administrator delivers high-quality administrative services by managing client communications, processing applications, and ensuring regulatory compliance. This position supports team efficiency by balancing workloads, meeting deadlines, and maintaining strong internal and external relationships. The administrator also handles client needs and expectations professionally through written and verbal interactions, following service standards.

A Review of Professional Skills and Functions for Healthcare Administrator

1. Healthcare Administrator General Responsibilities

  • Center Preparation: Ensure that the centre is ready for business, make sleep study bookings, and sleep care therapy appointments
  • Booking Management: Maintain the bookings system, and ensure that all relevant paperwork and administrative processes are completed for appointments
  • Referral Handling: Receive and organise referrals of patients and promptly take relevant action
  • System Usage: Ensure all systems (e.g., Practix) are used effectively to administer bookings
  • Appointment Confirmation: Take responsibility for confirming all appointments
  • Public Relations: Promote a positive image of the company and foster good community relations
  • Product Knowledge: Have a working knowledge of the range of products and services offered to patients (including CPAP equipment)
  • Patient Education: Inform and educate patients about products and services whenever appropriate
  • Payment Handling: Receive payments for products and services
  • Record Maintenance: Accountable for maintaining patient records

2. Healthcare Administrator Key Accountabilities

  • Roster Support: Provide administration and coordination support within the Roster team to establish.
  • Assessor Admin: Responsible for the administrative management of assessor recruitment, onboarding, availability, reporting, etc.
  • Roster Maintenance: Maintain a national roster of employed and contracted clinicians who are available and qualified to do third-party assessments
  • Profile Updating: Maintaining current assessor profiles in the management system, including all regulatory document requirements.
  • Availability Management: Management of assessor availability to ensure adequate coverage for specialties, services, and locations in demand, and releasing unused availability.
  • Team Participation: Be an active member of the National Roster Team.
  • Site Logistics: Coordinate logistics for site visits.
  • Site Surveys: Take responsibility for conducting site surveys.
  • Legislation Advice: Advise on the impact of changes in legislation, missions, information systems, and medical capability restructuring/reengineering.
  • Event Support: Provide administrative and logistical support for meetings and events, including creating and delivering presentations, white papers, and training seminars.

3. Healthcare Administrator Roles and Details

  • Admin Service: Provide a professional, high-quality administration service to all clients, colleagues, and other third parties
  • Teamwork Delivery: Work individually and as part of a team to deliver work in an efficient and timely manner
  • Client Development: Develop new client opportunities and service a panel of existing clients
  • Client Retention: Maintain client loyalty and existing business retention
  • Regulatory Compliance: Comply with all regulatory requirements
  • Relationship Building: Develop internal and external relationships to assist in providing an efficient service to clients and manage their expectations on work being undertaken, taking into account agreed service levels to be provided
  • Stakeholder Liaison: Liaise with colleagues, other departments, clients, and product providers to ensure that the requirements of the business and agreed deadlines are met
  • Workload Sharing: Work in a team to provide a first-class administration service to both internal and external clients, and accept a shared responsibility for colleagues' workloads to ensure that workload imbalances are managed effectively and do not impact negatively on customer service
  • Application Processing: Process new business applications and schemes following published procedures, and take a shared responsibility for ensuring that the suitability report, fact find, and anti-money laundering procedures are properly followed
  • Client Communication: Dealing with clients and colleagues in writing and on the telephone in a professional manner

4. Healthcare Administrator Responsibilities and Key Tasks

  • Data Collection: Learn and assist with general data collection processes to gather contact, availability, and healthcare information from identified websites and reference materials to appropriately respond to basic client and member questions in regards to healthcare-related matters
  • Customer Support: Support the Customer Service team with detailed information about health providers and health plans.
  • Client Requirements: Ensure all client requirements are dealt with promptly, and records are updated
  • Admin Tasks: General day-to-day administration, ensuring all forms of post are dealt with accurately and efficiently
  • Workload Management: Organise and manage own workload to provide a consistent, high-quality service through peaks of pressure.
  • Diary Management: Maintain and use effective diary systems
  • Progress Reporting: Keep consultants and line management updated with progress towards agreed deadlines, and communicate clearly in all directions on work-related matters
  • CRM Updating: Ensure all records, particularly the CRM database, are kept up to date, reflecting current scheme/client information, and a complete history of correspondence is evident for each task carried out
  • Compliance Adherence: Ensure all work carried out and all communications with clients follow compliance procedures, and anti-money laundering procedures are followed
  • Task Ownership: Prioritise and take proactive responsibility for own workload following the published procedures, including taking ownership of tasks and enquiries, identifying problems and suggesting solutions

5. Healthcare Administrator Overview

  • Staff Training: Train MTF Staff to optimize Access to Care (ATC) following standard measures, provide support, and consultation.
  • Policy Training: Provide recurrent training on new and existing policies, tools, and information systems related to Appointing in the MHS.
  • Best Practices: Brief new and best/leading practices in ATC.
  • Tool Training: Train on the use of Government and healthcare industry appointment tools.
  • Training Coordination: Arrange and coordinate locations/venues, provide student registration and information papers, create and distribute materials, and present independently as well as with DoD employees.
  • Course Setup: Prepare agendas, set up courses, compile survey responses, and arrange logistics for training courses such as Access Improvement Seminars (AIS), Appointing Info Systems Hands-on Course, and the Group Practice Management Symposium (GPM).
  • Event Logistics: Coordinate seminar venues, seminar materials, and audio and visual equipment for training events.
  • Service Instruction: Provide ad-hoc virtual and on-site instruction for frontline management on the delivery of customer service and effective communication.
  • Access Training: Provide on-demand access improvement training.