Khushbu Patel

Administration Coordinator (PCHC)

3 Weeks

• Implements, monitor and support administrative system and processes within the facility to effectively manage to LHD and State Standards which includes client health records and medico- legal requests, Health roster entries, invoice processing, Reception and switchboard, fleet vehicles, resource management, Reporting, corporate records, and billing.

• Develop, maintain, and coordinate systems for provision of support to clinical services in consultation with the community health facility manager and relevant clinical staff.

• Contribute to planning and preparation processes for accreditation of clinical and non- clinical services, Oversee work health and safety processes, consultation arrangements, committee meetings, preparation for audits and report on/feedback WH&S local arrangements through I&CH governance structure.

• Responsible for updating facility localized plan for any emergency or disaster which includes coordination of exercises for readiness i.e., evacuation exercises coordination of training such as fire training for all staff working with in facility.

• Provide orientation and mentorship to new staff within facilities.

Administration Officer

• Provide a welcoming and safe reception and waiting room environment.

• Provide timely and appropriate assistance to clients who call or attend to obtain service information or to receive a health care service.

• Ensure services have adequate stock of stationery, consumables and medical supplies and equipment required by staff to perform their day-to-day duties in delivery of patient care.

• Ordering and storage of stock/supplies using applications such as Complete Office Supplies, Stream, and Oracle.

• Administrative responsibilities Provide a range of administrative and support services, including records management, routine correspondence, meeting, and event coordination, to support the clinical operations teams.

• Undertaking tasks related to meetings including taking and completing minutes, action logs and agendas at a range of service meetings.

• Documentation and Data Entry Complete routine financial transactions and purchasing services, ensuring approval and changes are authorized with in delegations, are compliant with standards and are processed within acceptable time frames. Systems used in community health include HPRM, Booking Intelligence, Health Roster, QARS, SMARTEK and AFM.

• Update and maintain electronic health records and databases, complying with medico legal procedures and administrative systems and processes, to ensure that all information is accurate, stored correctly and accessible. The systems currently used in Integrated and community Health include IPM, Cerner Power Chart and Cerner scheduling.

• Procedures and Processes Contribute to development of systems and process that support an efficient client focused services by participating in Work Health and Safety (WHS), quality and accreditation and incident management processes.

• Assist with the development and review of business rules/guidelines for the center in consultation with relevant clinical managers and the Support Service team.

• Respond to enquiries, and escalate and redirect issues as required, to ensure the provision of accurate information to support center visitors and clinical teams.

• Exercise appropriate judgement and initiative within the parameters expected of the position.

• Admitting patients for day Surgery- Make Patient Paperwork for next day, Checking, taking any private Health Fund excess payment, directing to correct Consult room, health Fund Checks.

• Discharge Patient next day.

• Operate telephone Switchboard or others department to answer, Screen or forward calls, providing Information, taking Messages or Scheduling Appointments.

• Prepare Surgery lists for next day, by doing Health Fund check and providing consent from doctors.

• Scan, File and Maintain Records.

• Provide handover, bedposts and data sheets for nurse, doctors, and pharmacy in wards.

• Allocate staff to beds and connect emergency buzzer to staff.

• Transferring Patients from surgery to Surgical Ward.

• Completing any after-hour admissions or discharges, by doing a midnight census.

• Completing all tasks that have been allocated to me by the CNM.

• Minute meeting within the ward and distribute them on the appropriate data base.

• Collect feedback from patients every 5 days on our electronic feedback systems.

• Input Patient Data.

• Use of Trend Care, KOFAX, CERNER, Access Management office, Staff link, Power chart, Explore Menu, Capacity Management,

• Appointment book, SURGINET Theatre booking chart.

• Liaising with Macquarie University Hospital and GPs in Macquarie University Hospital.

• Located, checked in and Pulled Medical Records for Appointment and incomplete patient charts.

• Accurate data entry associated with clinic appointments, attendance, and/or updates of patient related information into the electronic patient Management System (IPM) or VAM from WSLHD electronic form, maintenance of filing systems.

• Documentation associated with all appointment.

• Provides customer service/frontline reception and back of house administrative service/s to recipients presenting to the clinic.

• Provide administrative support to clinical staff working within the Hub.

• Assistance with data entry for clinicians during scheduled appointments with the recipient and will assist data entry into the Australian Immunization Register under the supervision/direction of the clinical staff.

• Check in Patient Details Such as a DOB, Medicare Number or Private Health Insurance, Booking Dates, Discharge the Patient.

• Good Data Entry skill both alpha numeric.

• Qualified to provide post-scanning quality assurance to ensure that batches are complete and accurate.

• Using TRIM/EDRMS software to assist in the completion of a state government department project to scan/digitize a collection of 36,000 physical sensitive claim-based files.

• Creating and/or editing of TRIM records to serve as the official corporate record and to replace existing physical records.

• Using information found in physical claim files to enter data into TRIM.

• Using knowledge of the contents of claim files to determine which information to be added to the TRIM record Checking data entered against physical claim file to ensure the information entered is accurate and relevant Searching the existing TRIM records database and creating a new record or editing an existing record where necessary.

• Familiar with organizing and numbering of Files of physical records and ensuring that inventory is properly managed.

• Upload the files on TRIM.

• Ensured accurate records of mail delivered and received, ensured delivery of outgoing mails to post office Provided support in packing university promotional material, assisted in filing and archiving documents Maintained adequate mailroom supplies Documented, processed and filed all incoming and outgoing mail correspondences.

• Distributed all inter-office mail for the facility departments.

• Managed troubleshooting and performed simple preventive maintenance of machines.

• Managed records and input data into internal computer system

• Managed and operated both mailroom and scan room.

• Miscellaneous clerical work

• Knowledge of WSLHD Application (such as a IPM, CERNER, EMR)

• Data Entry and Maintenance, Attention to detail and ability to reduce errors.

• Prior experience in the implementation and transition phase of documentation updating and uploading. Working knowledge of Microsoft

• Filing, data entry, records management using the KOFAX database.

• Electronic records in KOFAX, Knowledge of IPMS, Validation, POWER CHART, BATCH MANAGER, EMR Typing of medical correspondence and Medical Reports

• Scanning, Matching and Coding

• Ability to work with Team.

• Serves patients by greeting and helping them, scheduling appointments, and maintaining records and accounts.

• Answer incoming calls and deal with inquiries.

• Transfer calls as required.

• Scheduling appointments and keep those appointments on time.

• Assisting patients with completing necessary forms and documentation.

• Processing billing and payments, using medical software.

• Liaising with Medicare and private health funds

• Faxing, scanning, filing, and mailing documentation.

• Assisting doctors, staff, and patients in a professional and caring manner.

• Recording patient admissions, transfers, and discharges

• Collating statistics

• Using clinical coding to record illnesses and treatments on patient records.

• transferring paper-based patient records to an electronic system

• Booking appointments for patient

• Maintain strict confidentiality of all medical record.