Bwcpm Administration Assistant

Job Description:Fixed Term (3 months) Part Time (up to 32 hours per week across 4 days)Supportive team environmentExcellent benefits including salary packagingAbout the Company St Vincent's Hospital Melbourne (SVHM) is part of St Vincent's Health Australia and a leading teaching, research and tertiary health service which employs more than 6,000 staff across 18 sites throughout Melbourne.
SVHM provides a diverse range of adult clinical services including acute medical and surgical services, sub-acute care, medical diagnostics, rehabilitation, allied health, mental health, palliative care, correctional health and community residential care.
SVHM is one of Australia's leading Catholic not-for-profit healthcare providers.About the DepartmentThe Barbara Walker Centre for Pain Management is a multidisciplinary pain service.
The outpatient interdisciplinary service provides assessment and treatment patients with persistent pain.
The service is an interdisciplinary service comprising of Medical and Allied Health staff working as an integrated team to address the medical, physical and psychosocial factors contributing to the persistence of pain and its consequent disability.
The Centre services a diverse group of clients from around Victoria (including Worksafe and TAC clients), many with complex needs and co-morbidities (psychological complexity, significant physical impairment, medication related issues, risk issues, litigation, employment), offering treatment both individually and in groups.
The Service is accredited as a Tier 1 ANZCA FPM (Faculty of Pain Medicine) training centre.
BWCPM is part of the Health Independence Programs (HIP) at St Vincent's Hospital Melbourne.About the RoleWe have an exciting opportunity for you to be part of a well-established administration team working alongside clinical and support staff.
We have a professional administration team ready to provide you on-the-job training and support.
You will provide a full range of administrative support to the BWCPM department as required and in accordance with the policies, procedures and values of St Vincent's Health.The classification for this position will be HS2 ($66,768.00 per annum, pro rata).
DutiesMeet and greet patients attending BWCPMProvide an efficient and organised reception areaEnter required data efficiently and accurately into multiple data management systemsMedicare billing and reconciliationManagement of Waiting list and appointment bookingsReport to the Administration Team Leader.Qualifications, Skills and ExperienceYear 12 or equivalent levels of numeracy and literacyExperience working in reception/administration in a busy and complex environmentHigh degree of computer literacyProfessional telephone manner and empathy/awareness of patient careExcellent communication and demonstrated organisational skill with the ability to multi-taskPrior experience in a healthcare environment is desirableKnowledge of medical terminology and Medicare billing is desirableBenefitsSalary PackagingEmployee Assistance ProgramWork for one of Australia's leading hospital groupsApplicationPlease attach your resume and cover letter to your application.All appointments are made subject to the candidate providing a current satisfactory National Police Certificate conducted by The Victoria Police.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.At SVHM we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees and we encourage applications from Aboriginal and Torres Strait Islander Peoples.
Respectfully, no agencies please.Contact:Samantha Corrie ***************************************The Barbara Walker Centre for Pain Management is a multidisciplinary pain service that services outpatients and provides a consultative service to inpatients and the acute pain service provides an interventional service run out of day surgery.
The outpatient interdisciplinary service provides assessment and treatment patients with persistent pain and some patients that have complex pain following an inpatient admission.
The service comprises specialist pain clinicians (Pain Medicine Physicians, Pain medicine trainees (Fellows), Psychiatrist, Physiotherapists, Psychologists, Clinical Nurse Consultants and Research Assistant) working as an integrated team to address the medical, physical and psychosocial factors contributing to the persistence of pain and its consequent disability.
The Centre services a diverse group of clients from around Victoria (including Worksafe and TAC clients), many with complex needs and co-morbidities (psychological complexity, significant physical impairment, medication related issues, risk issues, litigation, employment), offering treatment both individually and in groups.
The Service is accredited as a Tier 1 ANZCA FPM (Faculty of Pain Medicine) training centre and is bound to provide clinical opportunities in a wide range of Pain Medicine experiences, requiring strong relationships with other non-HIP services within SVHA.BWCPM is one of the HIP suites of services.
HIP was introduced by the DH&HS in 2008 bringing together the four previously separate service streams of Subacute Ambulatory Care, Post-Acute Care, Hospital Admission Risk Program and Residential In-Reach under common guidelines.
The intent of HIP is to deliver improved outcomes for clients and to support hospital demand management and flow, through delivering integrated and coordinated care to clients across the hospital and community interface, reducing duplication and fragmentation of services and ensuring client centred care planning.
HIP at SVHM is delivered in partnership with North Richmond Community Health (NRCH).
SVHM-NRCH HIP is in the process of transitioning to being delivered from four integrated 'hub' sites, in Fitzroy, Kew, North Richmond and Northcote.
This position may be required to work at or deliver services from any of the HIP hub sites.
This will be at the discretion of the HIP manager and will take into consideration appropriate skills and training.1.POSITION PURPOSETo provide efficient and effective reception and administrative support to the Barbara Walker Centre for Pain Management's multi-disciplinary team and consistently represent the values of St. Vincent's by delivering a high standard of customer service and care to a group of patients with highly complex needs.2.POSITION DUTIESWork cohesively within the administration team to provide an efficient and organised reception areaIndependently 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 informationEnter 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 & EpicentreBillingEnsure 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 mannerProcessing 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 paperworkcomplete data entry under time pressureFacilitate 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 appointmentsFacilitate access to interpreters (including telephone interpreters) for Culturally and Linguistically Diverse (CALD) patients where requiredCoordinate transport booking requests in accordance with BWCPM policyDistribute patient and referrer correspondence in a timely manner consistent with BWCPM policy and coordinate a daily mail service for both internal and external correspondenceCoordinate 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 IntegraClarify and identify priority of telephone messages and respond to enquiries within required time frames / escalate to team leader / medical staffManage 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 databases3.INCUMBENT OBLIGATIONSGeneralPerform the duties of the position to the best of their ability and to a standard acceptable to SVHMComply with all SVHM policies, procedures, by laws and directionsComply with all SVHM requirements, policies, procedures and directionsTreat others with respect and always behave professionally and in accordance with the SVHM Code of ConductWork collaboratively and flexibly as part of a team to complete priority tasksOnly access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessedParticipate in the annual SVHM performance review processDisplay adaptability and flexibility to meet the changing operational needs of the businessComply with applicable Enterprise Bargaining Agreement provisionsDisplay a willingness to develop self and seek to improve performanceMaintain skills and knowledge necessary to safely and skilfully undertake dutiesTake personal responsibility for the quality and safety of work performedRecognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality careTake all necessary care and precautions in the performance of dutiesParticipate in risk management and continuous quality improvement activities as part of day-to-day workHealth and Safety Attend general hospital orientation within 3 months of commencementProtect the health and safety of self and others, complying with all health and safety related policies, procedures and directionsReport incidents and accidents and collaborate with management to resolve safety issuesComplete required Fire and Emergency Training annuallyComplete required Workplace Culture and Equity Training annually4.INCUMBENT CAPABILIITY REQUIREMENTS (Level 2)The incumbent of this position will be expected to possess the following core capabilities:CapabilityDemonstrated behaviourPersonalPersonal effectivenessTakes responsibility for accurate, timely work resultsLearning AgilityIdentifies personal development needs and seeks information from a range of sourcesOutcomesPatient/Resident/client centredStrives to meet and exceed expectations, demonstrating sound judgementInnovation and ImprovementContributes to improvement by reviewing strengths and weaknesses of current processesStrategyDriving Results Manages own workload to deliver resultsCoordinates tasks to deliver resultsOrganisational AcumenUnderstands the interdependencies between units/departmentsPeopleWorking with and Managing othersTakes responsibility for ensuring productive, efficient teamwork through effective leadershipCollaborationWorks collaboratively within and outside the team5.SELECTION CRITERIA5.1ESSENTIAL REGISTRATION, LICENSE OR QUALIFICATION REQUIREMENTSYear 12 or equivalent levels of numeracy and literacy5.2OTHER ESSENTIAL REQUIREMENTSKnowledge, experience and ability to provide advanced level administrative supportExtensive experience and knowledge of Microsoft Office (including Word, Excel and Outlook)High level of written and spoken communication and interpersonal skillsExperience working within a health clinic including reception and telephone skillsKnowledge of general medical terminologyFamiliarity with public health billingDemonstrated ability to work autonomously and as part of a large teamHighly developed planning and organisational skills with ability to determine workload prioritiesCommitment to St. Vincent's Health and the values of the Sisters of Charity5.3OTHER NON-ESSENTIAL REQUIREMENTSAdministrative training at certificate / diploma levelQualifications in medical terminology, typing or administrationClosing Date:30 September 2025 11:59pmReconciliation 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 *********************************************** or get in contact at *****************************View Reconciliation Action PlanCode of Conduct:View Code of Conduct