Duplicate UR Administration Officer

What we are looking for: 

• 1 x Part Time Role, two days a week (days to be confirmed)
• 1pm - 9:30pm  
• 32 hours a fortnight 

About Us

Scanning Centre is based at Kingston. We had amalgamated Dandenong, Clayton and Casey medical records department in 2019.  

Our Team processes documents from Sandringham, Victorian Heart Hospital, Clayton, Dandenong, Casey, all Mental Health/Community sites and SECASA. 

Our Team operates with over 60 EFT, we have 5 Team Leaders overseeing their own direct reports under different portfolios and 2 Trainer and Auditors. We work alongside Clinical Support Services that manages digital uploads. 

We collect, prep and scan medical records 7 days a week, 365 days in a year. We prep and scan over 400,000 pages a month whilst ensuring quality standards against the PROV guidelines are below 1.2% error rate.  

Our department oversees various operations such as Double UR's, Research, Screening OP referrals, Release of Information (after hours) and electronic uploads.  

This department has highly skilled staff who are able to process, audit, uphold data integrity with high standards. 

About You

To ensure your success in this role you will bring the following demonstrated skills, experience and knowledge: 

• Being a team player 

• Ability to lead a team 

• Understanding of reporting and auditing of data  

• Understanding of BI reports 

• Understanding of UPI 

• Adept with Excel, Access databases 

• Ability to create, edit and skills for procedure writing 

• Experience in managing a team including performance reviews  

• Upholding department KPI  

• Positive attitude of learning new things, taking on a challenges and a can do attitude  

• Background in health information services or hospital setting 

Mandatory requirements of the role - qualifications, licences, memberships:

• Preferable not mandatory - Health information management degree  

• Preferable - Experience in merging 

• Preferable - experience in working in a health information services department 

Key result areas:

• Investigate reported duplicate UR numbers/records and actively manage newly created duplicates. 

• Accurately access patient records and other available data to determine if they are duplicate or uniquerecords 

• Accurately merge duplicate patient records once confirmed as duplicate in iPM and downstream systems(e.g. SMR, EMR and WebPAS) 

• Identify patient records that have been overwritten with another patient’s information and take thenecessary actions to rectify 

• Methodically follow all relevant procedure manuals and business rules, including knowing when toescalate issues to the Team Leader / Manager 

• Answer and assist incoming callers in a friendly, courteous and professional manner 

• Actively make outgoing phone calls to confirm identification of patients in a friendly, courteous andprofessional manner 

• Unmerge records on iPM, SMR, WebPAS 

• Routinely and accurately report individual statistics and duplicate UR data 

• Generate data on a BI report 

• Retrieve historical medical records from offsite storage for duplicate UR investigations 

• Prepare historical medical records for back scanning as they relate to duplicate UR investigations 

• Correct errors electronically in SMR 

• Log tickets on Central when integration issues occur 

• Update UPI with alerts as required 

• Utilise the Duplicate UR Access Database to accurately collect and record relevant data 

• Communicate in writing to internal stakeholders with respect to the outcomes of duplicate URinvestigations, findings and outcomes 

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