ILS Administration Coordinator Checklist

• NEW TEAM MEMBER:

• DATE:

  Date

• TRAINING AUDITOR:

• STORE LOCATION:
  Address

Key Account Training

• 1. Thorough understanding of key account contracts

  Yes

  No

  N/A

• 2. Account discounts for hire and sale

  Yes

  No

  N/A

• 3. Account delivery fees vs. free delivery

  Yes

  No

  N/A

• 4. Required documentation for approval

  Yes

  No

  N/A

OT Spreadsheets

• 1. Understand importance and requirements for Google Docs

  Yes

  No

  N/A

• 2. Trial Spreadsheet

  Yes

  No

  N/A

• 3. Quotation Spreadsheet

  Yes

  No

  N/A

• 4. Demo Spreadsheet

  Yes

  No

  N/A

• 5. Required tracking, monitoring & updates

  Yes

  No

  N/A

Quotations

• 1. Allocating quotations based on area/OT

  Yes

  No

  N/A

• 2. Hire quotations

  Yes

  No

  N/A

• 3. Sale quotations

  Yes

  No

  N/A

• 4. Hire & Sale quotations

  Yes

  No

  N/A

• 5. Quotation time frames and deadlines

  Yes

  No

  N/A

• 6. Amending quotations

  Yes

  No

  N/A

• 7. Tracking and updating

  Yes

  No

  N/A

Trials

• 1. Facilitated Trials vs Attended Trials

  Yes

  No

  N/A

• 2. Entering a trial in full

  Yes

  No

  N/A

• 3. Pre-setting collection

  Yes

  No

  N/A

• 4. Monitoring collection with OT

  Yes

  No

  N/A

• 5. Updating trial spreadsheet in Google docs

  Yes

  No

  N/A

• 6. Emails and Prioritising of trials

  Yes

  No

  N/A

• 7. Thorough understanding of all time frames and deadlines to monitor and adhere to

  Yes

  No

  N/A

PO Processing

• 1. Understanding of which accounts require PO's, which require written approval only, and which require a claim number and written approval

  Yes

  No

  N/A

• 2. Ability to process and understand PO's for Local Health Districts

  Yes

  No

  N/A

• 3. Ability to process key account orders (dependant on state, e.g. MASS for QLD, Transcare for SA, Worksafe for VIC)

  Yes

  No

  N/A

OT Assessment Invoices

• 1. Correctly enter and forward invoice for accounts customer

  Yes

  No

  N/A

• 2. Correctly enter and forward invoice for private customer

  Yes

  No

  N/A

• 3. Understand when to confirm and when to leave open and chase payment

  Yes

  No

  N/A

Daily/Weekly/Monthly Checklist

• 1. Understand each step in the checklist and how the checklist applies to them

  Yes

  No

  N/A

• 2. Understand and complete their responsibilities promptly and efficiently when required

  Yes

  No

  N/A

Conversions

• 1. Understand scope of conversion types

  Yes

  No

  N/A

• 2. Conversion with complete off-hire

  Yes

  No

  N/A

• 3. Conversion with partial off-hire

  Yes

  No

  N/A

• 4. Conversion with new stock and postponed off-hire/collection

  Yes

  No

  N/A

• 5. Conversion to Account

  Yes

  No

  N/A

• 6. Conversion to Private Client

  Yes

  No

  N/A

• 7. Enter correct conversion dates and adequately reference

  Yes

  No

  N/A

Reports

• 1. Successfully complete Worksafe (VIC)

  Yes

  No

  N/A

• 2. Successfully complete MASS monthly (QLD)

  Yes

  No

  N/A

• 3. Successfully complete Transcare monthly report (SA)

  Yes

  No

  N/A

Confirmations

• 1. Understand the difference between correctly updated confirmation paperwork, or those to chase

  Yes

  No

  N/A

• 2. Use high attention to detail when completing updates and notes to confirmation paperwork

  Yes

  No

  N/A

• 3. Following through with updates to contracts and spreadsheets

  Yes

  No

  N/A

• 4. Understand effects on other teams and OTC future work for incorrectly entered information

  Yes

  No

  N/A

• 5. Complete scanning and attachment of documents for each confirmation

  Yes

  No

  N/A

CONFIRMATION: I have understood and demonstrated all of the items listed above. I accept that by signing below that I am confirming my competency in all items above.

• Team Member Signature

  Yes

  No

  N/A

• Add signature

  Sign

• Training Auditor Signature

  Yes

  No

  N/A

• Add signature

  Sign

• COMMENTS AND ACTIONS