Job Description:

• Full time and part time positions available - hours vary from Monday to Friday 08:30-22:00

• Fixed term - Contracts until June 2026 or 2 year contracts

• Friendly and supportive team environment

About the Role

St. Vincent’s Hospital has a scanned medical record and you will be responsible for the preparation, scanning and quality checking of documents.

You will also perform reception duties, retrieval of medical records for patient care and attending to general information enquiries.  You will also be required to process information requests from external health providers. You may also be required to collect or deliver medical records or related documentation, via a trolley, from other areas of the hospital.

• Assist with the creation, storage, protection, scanning and provision of medical records for ongoing patient care.

• Provision of health information to SVHM staff and external healthcare providers for ongoing patient care within agreed timeframes.

• Ensure the confidentiality and security of patient information is maintained at all times.
   

Classifications for this position will be HS1A ($54,839 per annum pro rata) - HS17 based on previous experience within public health

Your Contribution

• Customer Service experience

• This position requires the applicant to possess very good organisational skills

• Sound written and verbal communication skills

• Ability to work autonomously with a high level of attention to detail and problem solving skills as well as being an active team player.

• A valid Nationally Coordinated Criminal History Check, or willing to obtain

What We Offer

• A healthy work/life balance encouraged. Full time employment comes with a monthly Accrued Day Off (additional day off per month!)

• Salary Packaging – Increase your take home pay!

• In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne’s best cafes, public transport and lots of carparks

• Discounts and Promotions always available through our Foundation

• Regular opportunities for professional development to assist you to reach your career goals

• Culture of continuous improvement

About Health Information Services

• Health Information Services (HIS) is a busy department providing a range of services to SVHM and external providers. 

• The primary functions of HIS are:

• The creation, storage, protection and provision of patient medical records

• Provision of a scanned medical record

• Release of patient information in accordance with the Freedom of Information (FOI) Act and to authorised clinical personnel, internal and external, for continuity of patient care

• Timely and accurate clinical coding of inpatient episodes and provision of casemix and health information data for decision support, service planning, financial planning, quality and research

• Transcription service for outpatient letters and inpatient operation reports.

Working at St Vincent’s

St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.

Application

• Please attach your resume and cover letter to your application with your availability.

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.
 

We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM

SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

1.LOCAL WORK ENVIRONMENT

Health Information Services (HIS) is a busy department providing a range of services to SVHM and external providers.

The primary functions of HIS are:

• The creation, storage, protection and provision of patient medical records
• Provision of a scanned medical record
• Release of patient information in accordance with the Freedom of Information Act and to authorised clinical personnel, internal & external, for continuity of patient care
• Timely and accurate clinical coding of inpatient episodes and provision of casemix & health information data for decision support, service planning, financial planning, quality & research
• Transcription service for outpatient letters and inpatient operation reports.

2.POSITION PURPOSE

• Assist with the creation, storage, protection, scanning & provision of medical records and medical record documentation
• Provide a service to SVHM staff & external providers by supplying the medical record and/or patient information when requested, with minimal delay
• Ensure the confidentiality & security of patient information is maintained at all times.

3.POSITION DUTIES

• Preparation & Scanning of documentation
  • Preparation/compilation of medical record documents for scanning as per the HIS Prepping User Guide
  • Scanning of paperwork into the defined format using the hardware and software in place at SVHM and in accordance with the HIS Scanning User Guide
  • Adhere to the efficiency measures defined for SVHM medical record prepping & scanning
  • Accurate recording of scanning information on the Scanning Log
  • Quality Assurance checks on scanned documents at the point of scanning and/or retrospectively utilising the HIS Auditing User Guide
  • Prudent use of the scanning equipment, including cleaning, maintenance & restocking of workstations
  • Achievement of Key Performance Indicators (KPI’s) as defined.  Such indicators may include scanning turnaround time & accuracy.  All staff will be informed of the expected KPI’s relevant to each duty.

• Clerical Duties
  • Maintain a professional and polite telephone manner and be responsive to telephone or one on one enquiries
  • Organisation of all incoming requests for medical records, patient information and other queries
  • Attend to any requests for ‘Certificates of Attendance’ or FOI applications
  • Process any urgent requests for information in a timely manner including retrieval of medical records
  • Ensure all medical records required for patient attendances, research and/or audit are retrieved from offsite via the online ordering system.
  • Communicate to appropriate staff of any medical records or patient information unable to be located that requires further attention
  • Track returned medical records back into the HIS department accurately
  • Sort and label mail with patient identification
  • Track & file preadmission paperwork accurately
  • Request & process medical records that are offsite
  • Provide accurate workload statistics

• Courier Role
  • Deliver medical records as requested to Care Centres in the Inpatient Building or other relevant areas
  • Retrieve medical records & scanned paperwork from Care Centres or other relevant areas for return to HIS
  • Accurately track medical records returned back to HIS
  • Catalogue medical records to go offsite
  • Provide accurate statistics on daily courier runs
  • Complete courier runs within allocated timeframes

• Auditing Role
  • Audit scanned documentation in accordance with the HIS Audit Guide
  • Maintain accurate statistics and audit data

• Other Duties
  • Maintain tidiness of clerical & filing area
  • Process requests for patient information from treating medical practitioners (Patient Information Request Line (PIRL) procedure)
  • Identify & retrieve information stored electronically
  • File allocated medical records
  • Cull & prepare medical records for offsite storage when necessary
  • Operate and/or use facsimile, scanning equipment, photocopier, microfilm reader, filing trolleys, manual handling aids and other equipment as necessary
  • Cover duties of other staff as required
  • Assist in the training and recruitment of staff when necessary
  • Other duties as specified by the Clerical Supervisor or Manager, Health Information Services

4. SELECTION CRITERIA

• Sound written & verbal communication skills
• Ability to work unsupervised with achievement of commitments & agreements
• Ability to work collaboratively with peers as part of a team to achieve successful outcomes
• Demonstrated problem solving skills
• High level of attention to detail
• Effective organisational skills
• Initiative & self-direction
• A moderate level of computer skill & competence using standard Microsoft applications such as Outlook, Word, Excel
• Flexibility & adaptability
• Experience in scanned medical record procedures
• Medical Terminology
• Experience in a similar role.

Closing Date:

Reconciliation Action Plan:

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at [email protected]

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct