BWCPM Administration Assistant

* Fixed Term (3 months) Part Time (up to 32 hours per week across 4 days)* Supportive team environment* Excellent benefits including salary packaging* Year 12 or equivalent levels of numeracy and literacy* Experience working in reception/administration in a busy and complex environment* High degree of computer literacy* Professional telephone manner and empathy/awareness of patient care* Excellent communication and demonstrated organisational skill with the ability to multi-task* Prior experience in a healthcare environment is desirable* Knowledge of medical terminology and Medicare billing is desirable* Work cohesively within the administration team to provide an efficient and organised reception area* Independently plan and prioritise workload in a systematic and logical manner to ensure day-to-day tasks are completed, high priority medium term tasks are undertaken and longer-term tasks are kept up-to-date. This requires self-directed decisions on a daily, weekly & monthly basis as well as escalating to team leaders appropriately issues with workload management.* Liaise with administration team leader to seek and provide information* Enter required data efficiently and accurately into multiple data management systems required to facilitate efficient service delivery including Patient Administration System (PAS), Excel, SMS Message Media, and DSU Online Reports.* Coordinate and submit a range of reports as required by the team leader.* Provide awareness and support of data entry into multiple research and clinical databases. For example, SPSS & Epicentre* Billing* Ensure accurate weekly completion of Medicare billing and collection of relevant information for other billing - private (TAC or WorkCover).* Processing of TAC or Workcover claims and billings.* Independently resolve Medicare rejections, including patient liaison, chasing referrals and/or hard-copy processing of bills at Medicare's request.* Check validity of referral and independently problem solve issues with invalid referrals by liaising with patient, GP, referring specialist, medical registrars, team leaders and BWCPM clinical staff as appropriate.* Manage the waiting list and appointment bookings through accurate identification of correct appointment categories, applying triage criteria, and coordinating sequential bookings for multidisciplinary appointments.* Understand service guidelines regarding patient journeys for different patient cohorts and apply these to ongoing series, group and individual bookings.* Accurately complete all appointment details on PAS to support team EPOCC data collection. Distribute and check all patient paperwork to facilitate collection of clinical outcome data.* Assist administration team leader in opening new PAS clinics, regularly review upcoming PAS clinics & escalate upcoming PAS issues to administration team leader in a timely manner.* Accurately capture the outcome of appointment on the PAS and comply with the BWCPM 'fail to attend' policy, including self-directed liaison with patient, GP, team leader as required.* Greet and direct all patients on arrival in a pleasant, professional manner* Processing of referral and accurately identifying alerts/red flags on these referrals. Communicate appropriately with team regarding patient alerts.* Work efficiently and under time pressure during busy clinic days including being initial point of contact for challenging patient confrontations.* ensure patients complete all relevant paperwork* complete data entry under time pressure* Facilitate BWCPM sub-acute inpatient service by appropriately processing appointments for this short-term, post-discharge service. Educate fellows and liaise with clinicians regarding this service and appropriate referrals.* Generate a range of SMS reports, ensuring accurate data and messages and send SMS reminders for all appointments* Facilitate access to interpreters (including telephone interpreters) for Culturally and Linguistically Diverse (CALD) patients where required* Coordinate transport booking requests in accordance with BWCPM policy* Distribute patient and referrer correspondence in a timely manner consistent with BWCPM policy and coordinate a daily mail service for both internal and external correspondence* Coordinate and implement systems to ensure resources of HIP are fully utilised and health service policies are implemented across the administration team. This includes monitoring of stationary levels and coordination of orders via Integra* Clarify and identify priority of telephone messages and respond to enquiries within required time frames / escalate to team leader / medical staff* Manage initial contact for challenging incoming patient phone calls and including complaints and patients in distress and appropriately identify which ones for escalation to team leader / manage by self.* Enter details of patient contact into Medical Record Online as required. This includes independent decision making as to which patient contacts require documentation and ensuring hospital documentation standards are upheld. Support and supervise as appropriate, administration team in documentation practices.* Train clinical staff, administration staff and volunteers in BWCPM admin processes and databases* Perform the duties of the position to the best of their ability and to a standard acceptable to SVHM* Comply with all SVHM policies, procedures, by laws and directions* Comply with all SVHM requirements, policies, procedures and directions* Treat others with respect and always behave professionally and in accordance with the SVHM Code of Conduct* Work collaboratively and flexibly as part of a team to complete priority tasks* Only access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessed* Participate in the annual SVHM performance review process* Display adaptability and flexibility to meet the changing operational needs of the business* Comply with applicable Enterprise Bargaining Agreement provisions* Display a willingness to develop self and seek to improve performance* Maintain skills and knowledge necessary to safely and skilfully undertake duties* Take personal responsibility for the quality and safety of work performed* Recognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality care* Take all necessary care and precautions in the performance of duties* Participate in risk management and continuous quality improvement activities as part of day-to-day work# 4.INCUMBENT CAPABILIITY REQUIREMENTS (Level 2)* Knowledge, experience and ability to provide advanced level administrative support* Extensive experience and knowledge of Microsoft Office (including Word, Excel and Outlook)* High level of written and spoken communication and interpersonal skills* Experience working within a health clinic including reception and telephone skills* Knowledge of general medical terminology* Familiarity with public health billing* Demonstrated ability to work autonomously and as part of a large team* Highly developed planning and organisational skills with ability to determine workload priorities* Commitment to St. Vincent's Health and the values of the Sisters of Charity* Administrative training at certificate / diploma level* Qualifications in medical terminology, typing or administrationSt Vincent's Hospital Melbourne (SVHM) is a Catholic not-for-profit healthcare provider with a reputation for compassionate care and world-leading innovation. Part of the St Vincent's Health Australia group, we are a leading tertiary teaching hospital providing a comprehensive suite of services including acute medical and surgical services, emergency and critical care, aged care, diagnostics, rehabilitation, allied health, mental health, palliative and residential care.Operating
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