Heath Records Clerk - Casual

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.

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 the Role   

Casuals at the Scanning Centre cover annual leave, long service leave, planned and unplanned leave.  

This role is based in Kingston Centre, Melbourne, Victoria however you may be required to work at different sites such as Clayton, Dandenong or Sandringham. 

Responsibilities  

As a part of large team, your responsibilities will include but not limited to:    

• Prepping/Sorting and assembling of sensitive, medical records documents for scanning within departmental KPI's  

• Follow business rules and policies and procedures 

• Understanding of the Health Records Act and Privacy Act 

• Scanning the paper medical record into an electronic format using the Kodak and Infomedix software systems in a timely and efficient manner. 

• Ability to use PAS Systems and EMR 

• Accurate entry of information into a variety of systems including iPM and SMR   

• Handling of incoming telephone calls and written requests from internal and external parties - After Hours for Release of Information  

• Management of inboxes  

• Tracking the location of all medical records that pass through the department, and those known to be located in other departments of the hospital. 

• Facilitate the timely, efficient and confidential transfer of medical records or health information to other departments and sites within Monash Health 

• Ad Hoc request from Team Leaders and Management   

• Prepping and Scanning against KPI’s 

• Printing leader sheets 

• Filtering documents 

• Collection of documents from different sites and wards 

• Ensuring confidentiality protocols are met with transport of medical records 

• Reporting statistics and data to management 

• Ability to work and travel across sites 

• Have an understanding of Record Management 

• Be involved in training 

• Answering calls from internal and external stakeholders 

• Handling calls such as ROI, Research and patients 

About You 

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

• Being a team player 

• Honest and Transparent 

• Enjoys challenges 

• Works well under pressure 

• Can adapt to constant changes 

• Respectable communication skills 

• Well mannered and well presented as you will be walking around wards and collecting notes 

• Experience in managing a team including performance reviews and conflict resolution  

• Learning on the spot   

• 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 - experience in working in a health information services department 

Employee benefits include:    

• Salary packaging to optimise your take home pay    

• On site subsidised staff parking

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.