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SalaryAt Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.YOUR ROLE IN OUR FUTUREOngoing, Full-Time RoleThis is a permanent, full-time position working 80 hours per fortnight. The successful applicant for this position will have previous experience in Registrations and Referrals management, detailed knowledge of MBS billing rules relevant to a public hospital, and demonstrated experience in developing and implementing process changes for operational efficiency.Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.Hiring Manager: Fiona Winckens - Operations Director, Ambulatory Services
Contact Number: 03 8559 8751
Email: fiona.winckens@petermac.org.auApplications Close: 11:59pm Monday 15th April 2024.Position SummaryThe Referrals and Registration Team Leader provides leadership and direct supervisory oversight of the VINAH Data lead and the administrative Referrals and Registration officers responsible for accurate and timely patient registration and referral entry, ensuring patients have valid referrals.This role involves:
- Delivering the highest standards of customer service and patient support, and leads others to demonstrate the same standard
- Provide the roster, leave management, performance management and annual performance appraisals for the Referrals and Registration team
- Ensure accurate monthly VINAH submission in line with statutory reporting requirements,
- Facilitate ongoing training, education and support to the team with a focus on quality and process improvement
- Provide expertise in systems, reporting and administrative processes, including those relating to patient registrations, referrals, scheduling, revenuemanagement and statutory reporting
- Facilitate ongoing training, education and support to the team with a focus on quality and process improvement.
- Participate as a member of the Referrals and Data team, facilitating improvement andchange initiatives
- Participate in the recruitment, selection and effective onboarding of administrative team
- Operations Director, Ambulatory Services
- Clinical Director, Ambulatory Services
- Administrative Team leads
- Health Information Services Manager
- Patient Navigator Team
- Nurse Consultants
- MBS Data Team
- Administrative Team leads at Parkville precinct health services and External Referrers
- Have or working towards a relevant Certificate/Diploma in accordance with the Australian Quality Training Framework or relevant technical/administrative training or several years' work experience in a relevant administration setting
- Strong customer service skills, able to communicate effectively and respectfully with patients and staff
- Demonstrated skills in the use of IT systems, preferably in a health care setting
- Competent in use of the Microsoft Office Suite
- Experience and knowledge of the Victorian specialist clinics access policy, MBS billing policy and VINAH reporting requirements.
- Experience providing direct line supervision to a small to medium sized team or
- Experience in a specific technical activity
- Experience developing and implementing standard operating procedures (SOP)
- Experience participating in quality improvement projects
- Previous health service administration experience.
- Experience using patient administration systems, in particular EPIC and iPM.
- Provide direct line supervision to the team, including prioritisation of daily activities, rostering, leave management and recruitment with support from the line manager
- Provide staff training and development to maintain robust skills sets within the team.
- Perform annual performance development in line with current People & Change policy
- Monitor staff wellbeing and performance and provide timely feedback on work performance to the line manager
- Ensure that staff have completed all mandatory training requirements and comply with organisational policies and procedures under which they operate
- Encourage staff engagement with the broader Peter Mac community and its strategy through team meetings and regular communications
- Complete orders for department consumables, as required
- Actively manage end to end performance management and conduct matters of all direct reports in accordance with all current People & Culture Policies
customer service
- Provide a high level of customer service to patients, carers and staff within a designated team or portfolio, and lead others to do so
- Obtain the required information from patients, carers and staff in an efficient and courteous manner, and lead others to do the same
- Respond appropriately to patient and/or staff queries in a timely and respectful manner
- Respond appropriately to feedback and complaints from staff or patients relating to the Registration and Referral portfolio
- Ensure phone and email enquiries are triaged to the correct destination
- Engage with other departments to improve services provided
team performance
- Liaise with other leaders and departments to trouble-shoot any technical issues experienced by the work group in a timely manner to ensure quality is maintained
- Manage patient records in accordance with hospital policy and Data
- Accountability Framework to maintain data integrity at all times
- Ensure that the performance of the team meets the standards required by the organisation through a regular system of auditing performance
- Provide administrative reports and information, assess situations based on information, providing clear and accurate communication of information and providing recommendations to leadership team and other organizational stakeholders
- Identify opportunities for process improvement and lead the team to implement appropriate solutions with support from the line manager
the team and department
- Work cooperatively as part of the team and assist other areas and staff as necessary
- Monitor ongoing expenses and management of allocated budget within Referrals and Data area, in consultation with line manager
- Complete orders for department consumables, as required
- Other tasks as directed by your Team Leader or manager
manager as requested and
maintain key relationships
- Provide routine and/or ad-hoc reports as requested by the line manager
- Maintain relationships with external providers contracted to support Peter Mac patients
- Peter Mac offer a range of benefits which support our people both personally and professionally.
- Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
- We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.
