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Join to apply for the Health Information Services Clerk role at St Vincent''s Health Australia6 days ago Be among the first 25 applicantsJoin to apply for the Health Information Services Clerk role at St Vincent''s Health AustraliaGet AI-powered advice on this job and more exclusive features.Full time and part time positions available - hours vary from Monday to Friday 08:30-22:00Fixed term - Contracts until June 2026 or 2 year contractsFriendly and supportive team environmentJob Description:Full time and part time positions available - hours vary from Monday to Friday 08:30-22:00Fixed term - Contracts until June 2026 or 2 year contractsFriendly and supportive team environmentAbout The RoleSt. Vincents 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 healthYour ContributionCustomer Service experienceThis position requires the applicant to possess very good organisational skillsSound written and verbal communication skillsAbility 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 obtainWhat We OfferA 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 Melbournes best cafes, public transport and lots of carparksDiscounts and Promotions always available through our FoundationRegular opportunities for professional development to assist you to reach your career goalsCulture of continuous improvementAbout Health Information ServicesHealth 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 recordsProvision of a scanned medical recordRelease of patient information in accordance with the Freedom of Information (FOI) Act and to authorised clinical personnel, internal and external, for continuity of patient careTimely and accurate clinical coding of inpatient episodes and provision of casemix and health information data for decision support, service planning, financial planning, quality and researchTranscription service for outpatient letters and inpatient operation reports.Working at St VincentsSt Vincents 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.ApplicationPlease 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 SVHMSVHA 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).LOCAL WORK ENVIRONMENTHealth 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 recordsProvision of a scanned medical recordRelease of patient information in accordance with the Freedom of Information Act and to authorised clinical personnel, internal & external, for continuity of patient careTimely and accurate clinical coding of inpatient episodes and provision of casemix & health information data for decision support, service planning, financial planning, quality & researchTranscription service for outpatient letters and inpatient operation reports.POSITION PURPOSEAssist with the creation, storage, protection, scanning & provision of medical records and medical record documentationProvide a service to SVHM staff & external providers by supplying the medical record and/or patient information when requested, with minimal delayEnsure the confidentiality & security of patient information is maintained at all times.POSITION DUTIESPreparation & Scanning of documentationPreparation/compilation of medical record documents for scanning as per the HIS Prepping User GuideScanning of paperwork into the defined format using the hardware and software in place at SVHM and in accordance with the HIS Scanning User GuideAdhere to the efficiency measures defined for SVHM medical record prepping & scanningAccurate recording of scanning information on the Scanning LogQuality Assurance checks on scanned documents at the point of scanning and/or retrospectively utilising the HIS Auditing User GuidePrudent use of the scanning equipment, including cleaning, maintenance & restocking of workstationsAchievement of Key Performance Indicators (KPIs) as defined. Such indicators may include scanning turnaround time & accuracy. All staff will be informed of the expected KPIs relevant to each duty.Clerical DutiesMaintain a professional and polite telephone manner and be responsive to telephone or one on one enquiriesOrganisation of all incoming requests for medical records, patient information and other queriesAttend to any requests for Certificates of Attendance or FOI applicationsProcess any urgent requests for information in a timely manner including retrieval of medical recordsEnsure 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 attentionTrack returned medical records back into the HIS department accuratelySort and label mail with patient identificationTrack & file preadmission paperwork accuratelyRequest & process medical records that are offsiteProvide accurate workload statisticsCourier RoleDeliver medical records as requested to Care Centres in the Inpatient Building or other relevant areasRetrieve medical records & scanned paperwork from Care Centres or other relevant areas for return to HISAccurately track medical records returned back to HISCatalogue medical records to go offsiteProvide accurate statistics on daily courier runsComplete courier runs within allocated timeframesAuditing RoleAudit scanned documentation in accordance with the HIS Audit GuideMaintain accurate statistics and audit dataOther DutiesMaintain tidiness of clerical & filing areaProcess requests for patient information from treating medical practitioners (Patient Information Request Line (PIRL) procedure)Identify & retrieve information stored electronicallyFile allocated medical recordsCull & prepare medical records for offsite storage when necessaryOperate and/or use facsimile, scanning equipment, photocopier, microfilm reader, filing trolleys, manual handling aids and other equipment as necessaryCover duties of other staff as requiredAssist in the training and recruitment of staff when necessaryOther duties as specified by the Clerical Supervisor or Manager, Health Information ServicesSELECTION CRITERIASound written & verbal communication skillsAbility to work unsupervised with achievement of commitments & agreementsAbility to work collaboratively with peers as part of a team to achieve successful outcomesDemonstrated problem solving skillsHigh level of attention to detailEffective organisational skillsInitiative & self-directionA moderate level of computer skill & competence using standard Microsoft applications such as Outlook, Word, ExcelFlexibility & adaptabilityExperience in scanned medical record proceduresMedical TerminologyExperience in a similar role.Closing Date:7 July 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 indigenouscareers@svha.org.auView Reconciliation Action PlanCode of Conduct:View Code of ConductSeniority levelSeniority levelEntry levelEmployment typeEmployment typeFull-timeJob functionJob functionHealth Care ProviderIndustriesHospitals and Health CareReferrals increase your chances of interviewing at St Vincent''s Health Australia by 2xSign in to set job alerts for Medical Records Clerk roles.Melbourne, Victoria, Australia 2 days agoMelbourne, Victoria, Australia 3 weeks agoMelbourne, Victoria, Australia 1 week agoCaulfield South, Victoria, Australia 3 days agoBraybrook, Victoria, Australia 10 hours agoMelbourne, Victoria, Australia 3 days agoAdministration Officer - Familial Cancer CentreParkville, Victoria, Australia 3 days agoSpringvale, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 23 hours agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 2 weeks agoLangwarrin, Victoria, Australia 3 days agoSouth Yarra, Victoria, Australia 3 weeks agoClinical Documentation Specialist John FawknerMelbourne, Victoria, Australia 1 week agoParkville, Victoria, Australia 1 week agoMelbourne, Victoria, Australia 1 week agoNewborn Hearing Screener/Administrative Assistant -Swan HillMelbourne, Victoria, Australia 2 weeks agoRingwood, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 1 week agoMelbourne, Victoria, Australia 1 week agoMelbourne, Victoria, Australia 2 weeks agoWere unlocking community knowledge in a new way. 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