Duplicate UR Administration Officer

Monash Health exists to reimagine care, so that people can live their best lives. 

We provide safe and equitable care, for every stage of life, delivered with world-leading expertise and over 175 years of experience. 

As a leading academic health service, we're committed to providing tomorrow's care today by integrating research, teaching and training into everyday practice. 

Our team of 24,000 people are full hearted, open minded and all in. Together, we provide more than 250 integrated services for every stage of life at over 50 locations and in the community across south-east Melbourne, Victoria, serving 1.2 million residents in the South Metro Local Health Service Network.

Are you currently part of the team at Monash Health? Use your network login to access the Monash Health Careers portal and discover all the job opportunities open to you, to support growing your career within the organisation.

What we are looking for:  

• 1 or 2 x Part Time DUR Administration Officer/s  
• 45 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.

Our Culture and Values 

At Monash Health, our people are at the heart of everything we do. Our culture is inclusive, supportive and future-focused, underpinned by clear values and a commitment to continuous improvement. 

Our teams play a critical role in bringing our new strategy to life, challenging traditional approaches, embracing innovation, and ensuring every appointment reflects our commitment to equity, transparency and excellence. 

You’ll be encouraged to share ideas, contribute to improvement initiatives, and grow alongside experienced professionals who are passionate about what they do. 

We are Full Hearted, Open Minded and All In, enabling excellent service delivery and a positive candidate and employee experience every time. 

We recognise the value of equal employment opportunity. We are committed to patient safety, promoting fairness, equity and diversity in the workplace and to Child Safe Standards.