About the Role
St. Vincent’s Hospital has a scanned medical record and you will be responsible for the preparation, scanning and quality checking of documents.
You will also perform reception duties, retrieval of medical records for patient care and attending to general information enquiries. You will also be required to process information requests from external health providers. You may also be required to collect or deliver medical records or related documentation, via a trolley, from other areas of the hospital.
Assist with the creation, storage, protection, scanning and provision of medical records for ongoing patient care.
Provision of health information to SVHM staff and external healthcare providers for ongoing patient care within agreed timeframes.
Ensure the confidentiality and security of patient information is maintained at all times.
Classifications for this position will be HS1A ($54,839 per annum pro rata) - HS17 based on previous experience within public health
Your Contribution
This position requires the applicant to possess very good organisational skills
Sound written and verbal communication skills
Ability to work autonomously with a high level of attention to detail and problem solving skills as well as being an active team player.
Medical terminology (preferable)
A valid Nationally Coordinated Criminal History Check, or willing to obtain
What We Offer
A healthy work/life balance encouraged. Full time employment comes with a monthly Accrued Day Off (additional day off per month!)
Salary Packaging – Increase your take home pay!
In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne’s best cafes, public transport and lots of carparks
Discounts and Promotions always available through our Foundation
Regular opportunities for professional development to assist you to reach your career goals
Culture of continuous improvement
About Health Information Services
Health Information Services (HIS) is a busy department providing a range of services to SVHM and external providers.
The primary functions of HIS are:
The creation, storage, protection and provision of patient medical records
Provision of a scanned medical record
Release of patient information in accordance with the Freedom of Information (FOI) Act and to authorised clinical personnel, internal and external, for continuity of patient care
Timely and accurate clinical coding of inpatient episodes and provision of casemix and health information data for decision support, service planning, financial planning, quality and research
Transcription service for outpatient letters and inpatient operation reports.
Working at St Vincent’s
St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.
Application
Please attach your resume and cover letter to your application with your availability.
Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.
We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.
Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM
SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).
LOCAL WORK ENVIRONMENT
Health Information Services (HIS) is a busy department providing a range of services to SVHM and external providers.
The primary functions of HIS are:
The creation, storage, protection and provision of patient medical records
Provision of a scanned medical record
Release of patient information in accordance with the Freedom of Information Act and to authorised clinical personnel, internal & external, for continuity of patient care
Timely and accurate clinical coding of inpatient episodes and provision of casemix & health information data for decision support, service planning, financial planning, quality & research
Transcription service for outpatient letters and inpatient operation reports.
Assist with the creation, storage, protection, scanning & provision of medical records and medical record documentation
Provide a service to SVHM staff & external providers by supplying the medical record and/or patient information when requested, with minimal delay
Ensure the confidentiality & security of patient information is maintained at all times.
Preparation & Scanning of documentation
Preparation/compilation of medical record documents for scanning as per the HIS Prepping User Guide
Scanning of paperwork into the defined format using the hardware and software in place at SVHM and in accordance with the HIS Scanning User Guide
Adhere to the efficiency measures defined for SVHM medical record prepping & scanning
Accurate recording of scanning information on the Scanning Log
Quality Assurance checks on scanned documents at the point of scanning and/or retrospectively utilising the HIS Auditing User Guide
Prudent use of the scanning equipment, including cleaning, maintenance & restocking of workstations
Achievement of Key Performance Indicators (KPI’s) as defined. Such indicators may include scanning turnaround time & accuracy. All staff will be informed of the expected KPI’s relevant to each duty.
Clerical Duties
Maintain a professional and polite telephone manner and be responsive to telephone or one on one enquiries
Organisation of all incoming requests for medical records, patient information and other queries
Attend to any requests for ‘Certificates of Attendance’ or FOI applications
Process any urgent requests for information in a timely manner including retrieval of medical records
Ensure all medical records required for patient attendances, research and/or audit are retrieved from offsite via the online ordering system.
Communicate to appropriate staff of any medical records or patient information unable to be located that requires further attention
Track returned medical records back into the HIS department accurately
Sort and label mail with patient identification
Track & file preadmission paperwork accurately
Request & process medical records that are offsite
Provide accurate workload statistics
Courier Role
Deliver medical records as requested to Care Centres in the Inpatient Building or other relevant areas
Retrieve medical records & scanned paperwork from Care Centres or other relevant areas for return to HIS
Accurately track medical records returned back to HIS
Catalogue medical records to go offsite
Provide accurate statistics on daily courier runs
Complete courier runs within allocated timeframes
Auditing Role
Audit scanned documentation in accordance with the HIS Audit Guide
Maintain accurate statistics and audit data
Other Duties
Maintain tidiness of clerical & filing area
Process requests for patient information from treating medical practitioners (Patient Information Request Line (PIRL) procedure)
Identify & retrieve information stored electronically
File allocated medical records
Cull & prepare medical records for offsite storage when necessary
Operate and/or use facsimile, scanning equipment, photocopier, microfilm reader, filing trolleys, manual handling aids and other equipment as necessary
Cover duties of other staff as required
Assist in the training and recruitment of staff when necessary
Other duties as specified by the Clerical Supervisor or Manager, Health Information Services
Sound written & verbal communication skills
Ability to work unsupervised with achievement of commitments & agreements
Ability to work collaboratively with peers as part of a team to achieve successful outcomes
Demonstrated problem solving skills
High level of attention to detail
Effective organisational skills
Initiative & self-direction
A moderate level of computer skill & competence using standard Microsoft applications such as Outlook, Word, Excel
Flexibility & adaptability
Experience in scanned medical record procedures
Medical Terminology
Experience in a similar role.
23 July 2026 11:59pm
At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.
For further information, visit https /www.svha.org.au/about-us/reconciliation or get in contact at indigenouscareers@svha.org.au
View Reconciliation Action Plan
The Royal Children's Hospital (RCH) has been providing outstanding care for Victoria's children and their families for over 147 years.
We are the major specialist paediatric hospital in Victoria and our care extends to children from Tasmania, southern New South Wales and other states around Australia and overseas.
With a passionate, highly skilled and committed staff campus wide of over 5,000, we provide a full range of clinical services, tertiary care and health promotion and prevention programs for children and young people.
We are the designated state-wide major trauma centre for paediatrics in Victoria and a Nationally Funded Centre for cardiac and liver transplantation.
When it comes to training and research we partner with the very best. Our campus partners, the Murdoch Childrens Research Institute (MCRI) and The University of Melbourne Department of Paediatrics, along with the RCH Foundation, are on site with the hospital in Parkville. Together, we are committed to improving the health outcomes for children today and in the future.
In 2016–17, more than 85,654 children attended our Emergency Department, 322,291 specialist clinic appointments were held which was almost 70,000 more than the previous year, more than 17,000 surgeries were performed and more than 48,552 children were admitted to our wards.
