POSITION DESCRIPTION
Position Title: Medical/Dental/Community Health Receptionist
Award: Allied and Health Services Award
Computer Clerk
Reports to: The Board of Management and the CEO of the Inner East Community Health Service (IECHS) through the Practice Manager, Health Services
Direct reports: Practice Manager – Rae Pang
Unit: Reception Team
Location: Working across all sites
Mode of Employment: Permanent Part Time
Hours of Duty: 24 hours per week. Days/hours negotiable. Possible all Sites - Hawthorn, Richmond and Ashburton
Probationary Period: A three month probationary period will apply Working with Children Check required: Not a requirement for this position
Medicare Provider number required: Not a requirement for this position Professional Registration required: Not a requirement for this position Police Check required: Yes, upon initial appointment Driver’s Licence required: Requirement for this position
Organisation Objectives
Inner East Community Health Service (IECHS) is a not for profit community health service operating as a corporation limited by guarantee. Its Head Office is in Church Street Richmond and it operates Inner East Community Health: Richmond, Inner East Community Health: Hawthorn, Inner East Community Health: Ashburton, Sir Eric Pearce House (SEPH) residential aged care at Richmond. It has about 160 staff and a budget of about $10 million p.a.
It delivers a range of services including medical clinics, dental clinic, allied health services, counselling, aged care day services, residential aged care, drug and alcohol services and others.
The Mission is to improve the health and well being of our communities through advocacy and by providing a comprehensive and integrated range of accessible health care services. A high priority is placed on improving the quality of our client’s lives through health education and health promotion and the delivery of integrated services. Whilst the majority of services are provided through funding from Federal and State Government programs, private practitioners also operate at the clinical sites.
The IECHS Vision is to be a leading, high quality and effective provider of primary health care, community care and aged care by working with and for our communities.
SCOPE AND OBJECTIVES OF ROLE
1. POSITION OBJECTIVES
1.1 Provide a quality reception and information service to all clients and staff of IECHS 1.2 Assist as necessary to ensure complete and smooth daily operation of all reception duties 1.3 Provide a wide range of administrative and support services to the organisation to ensure
maximum efficiency and effectiveness in particular the scanning and importing and medical records documentation to Medical Director patient files.
2. INTERNAL LIAISONS
2.1 All Staff
3. External Services
3.1 Clients
3.2 Community members
3.3 Other community health organisations 3.4 Hospital, medical and para-medical centres 3.5 Councils
3.6 Medicare 3.7 Veterans
3.8 Medibank Private 3.9 OSHC WorldCare
KEY DUTIES AND RESPONSIBILITIES:
4. KEY RESPONSIBILITIES CLIENT SERVICE
4.1 Provide a courteous friendly and efficient reception service telephone and direct contact to all clients using the Service, and provide them with information about the service and activities offered by the centres.
4.2 Make appointments for clients needing use of centre services and provide referrals to other community agencies where appropriate.
4.3 Operate the switchboard, answer all telephone enquiries, forward, redirect calls and/or take messages as required.
4.4 Provide informal interpreting and translating service where appropriate and co-ordinate interpreting services if required.
4.5 Facilitate group activities as opportunities arise and as directed.
4.6 To observe strict confidentiality in accordance with the policies and procedures of the organisation.
4.7 Assisting other staff members with their patients when required.
5. ADMINISTRATIVE SUPPORT
5.1 Conduct daily opening and closing procedures.
5.2 Preparing and Maintaining General Practitioners Rooms including sufficient computer prescription paper, and blank referrals.
5.3 As required, assist with maintaining areas of the centre are kept clean and tidy, report any telephone or other service difficulties to the Practice Manager Health Services
5.4 Maintain and update all records pertaining to clients including daily contacts with service providers, and new client registrations
5.5 Administer Medicare and other related insurance claims, develop the capacity to complete the ‘wrap up’ of daily duties including Medicare and cash operations.
5.6 Resolving Medicare Exemption Claims as requested
5.7 Assist with funding opportunities e.g. Enhanced Primary Care through Medicare 5.8 Photocopying, filing all information and data as required including accurate filing and
retrieval of client files, pathology reports and x-rays.
5.9 Medical Scanning – Scanning of Documents into patients electronic file as instructed 5.10 Receive all mail, facsimiles and distribute to appropriate staff.
5.11 Auditing of Medical Scanning.
5.12 Make appointments for medical practitioners and health professionals.
5.13 Ensure backup of computer system as required and assist in the operation of the computer system, reporting any serious fault to the Practice Manager, Health Services
5.14 Prepare correspondence and typing of doctor’s reports as required.
5.15 Assist with the compilation of reports for funding bodies including the Department of Health and other funding bodies.
5.16 Collect client’s fees for services offered by the IECHS e.g. Podiatry and private fees using the cash register.
5.17 Assist with the compilation of reports for funding bodies including the Department of Health and other funding bodies
5.18 Maintaining and Processing Overseas Student Accounts through - OSHC WorldCare and Medibank Private.
5.20 Ability and responsibility for determining eligibility and need on a case by case basis for all dental clients
5.21 Co-ordination and organisation including filing and scanning of x-rays and paperwork for each dental client including but not limited to Referrals to the Royal Dental Hospital, co-payment exempt forms and medical histories.
5.22 Registration of multiple new clients and the opening of episodes, (similar to those in TRAK opened by IECHS Intake Workers for Allied Health clients) for all dental patients for each treatment undertaken, equating to, in some circumstances, multiple episodes.
5.23 Provide administrative support to Dental Managers and Dentists in relation to reports and system queries.
5.24 Maintain and update all dental records pertaining to clients including daily contacts with service providers, and new client registrations.
5.25 Collect payments from Dental Client’s / Receipt and balance same at end of day.
6 TEAM DEVELOPMENT
6.1 Participate in Team and Staff meetings and contribute feedback to proposed policies and quality of service delivered.
6.2 Work as part of the Reception Team to maximise efficient communication and the development of appropriate procedures.
6.3 Participate in the various accreditation systems quality assurance processes and the development of procedures, which enhance quality outcomes.
7 OTHER
7.1 Under take other duties as negotiated with the Practice Manager, Health Services or CEO
OCCUPATIONAL HEALTH AND SAFETY
Ensure that work and services are provided in a safe manner at all times by regularly reviewing practices ad environment and by participating in WH&S training where required.
CONTINUOUS QUALITY IMPROVEMENT
Identify continuous quality improvement opportunities; participate in the development of quality procedures and contribute to internal and external program reviews as required.
OTHER REQUIREMENTS
Security Check – IECHS is required to carry out a National Police Check re any criminal record prior to finalisation of appointment.
STANDARD OF CONDUCT
To abide by the policies and procedures of IECHS applicable to the maintenance of good order and conduct. To maintain a harmonious and courteous attitude towards clients, the public and staff.
KEY SELECTION CRITERIA
Mandatory Skills/Experience
Demonstrated ability to provide courteous and professional service to all clients and users of the centre.
Highly developed communication skills.
Well-developed computer knowledge and skills
Demonstrated ability to work under considerable pressure and to prioritise tasks with minimum supervision.
Experience in delivering reception services within community health centre, medical practice.
Other Skills and Experience
Knowledge of and/or commitment to Community Health principles.
Knowledge of - Trakcare, Medical Director, Pracsoft, Titanium or some of these preferred Demonstrated commitment to and knowledge of,client rights.
Experience in utilising and operating a switchboard efficiently. Ability to speak a relevant community language.
Organisational skills.
Knowledge of the local area and of services available within the region. Ability to work in a multidisciplinary team environment.
Ability to relate to people from diverse social and cultural backgrounds. Current Victorian Driver’s Licence
Further information can also be obtained by contacting Ms Caroline Danahay, Reception Team Leader, phone 03 9429 1811 or email [email protected]
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