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CLINIC SECRETARY
Putting health in mind Black Dog Institute
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POSITION DESCRIPTION Position Title: Clinic Secretary
Date August 2017
Organisation: Black Dog Institute
Prepared By: Marian Spencer
JOB PURPOSE This position is to provide administrative and secretarial support to ensure efficient management of the clinic facility at the Black Dog Institute. The Institute is a clinical, research, educational and community-oriented facility which offers expertise in the management of mood disorders.
About the Institute: Founded in 2002, The Black Dog Institute is internationally recognised as a pioneer in the identification, prevention, early intervention, and treatment of mental illnesses such as depression and bipolar disorder. The Institute is a leader in suicide prevention and eHealth, the use of technology in delivering mental health treatments, tools, and interventions. Our mission is to enable mentally healthier lives through innovations in science, medicine, education, public policy and knowledge translation.
WHAT WE CAN OFFER YOU The Black Dog Institute is proud to offer a dynamic working environment for our staff. We are invested in maintaining a positive workplace culture which values people and their wellbeing. We offer a varied wellbeing program tailored to staff needs and provide opportunities to attend learning and development seminars, engage in health and fitness activities as well as social events. We also offer flexibility in working hours and promote a healthy work life balance. The Black Dog Institute is a registered charity and Public Benevolent Institution and offers PBI salary packaging benefits.
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DUTIES •
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Manage the computerised specialist medical software package for all clinicians and research assistants including: a comprehensive booking system for clients clinical and research appointments, a detailed client data base, correspondence, individual details and backup system Answer enquiries by phone dealing with people in an empathetic and understanding manner Use Tyro alongside Blue Chip software to process Medicare rebates and bulk bill through Medicare online Appointment bookings across the 7 clinics Creating client files and confirming appointments End of day banking and reconciliation Accurate editing of client reports from psychiatrists and psychologists Advertising and creating promotional material for clinics Assisting with clinic activity reports and end of month financial reports Cover Clinic Coordinator and MAP Coordinator when required Develop and control waiting lists and ensure that the waiting time between all relevant schedules is maintained for all Clinics Liaise with Medicare Australia on current requirements to ensure clinic practice is compliant Liaise with health professionals and the general public General administrative duties Cooperate with all health and safety policies and procedures of the University and take all reasonable care to ensure that their actions or omissions do not impact on the health and safety of others
REPORTING RELATIONSHIPS Supervisor’s title: Key matrix relationships: Positions reporting to this position:
Clinic Coordinator NA NA
SELECTION CRITERIA Essential Criteria •
Technical college, university degree, or equivalent combination of qualifications and/or experience in a similar role
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Proven knowledge of a medical or client software package e.g. Blue Chip Excellent communication and customer service skills, interacting with clients, consultants and referrers Demonstrated organisational and time management skills, capacity to multi task Advanced administrative skills High-level computer literacy skills, including experience with MS Office applications Billing and invoicing experience, Medicare Easyclaim desirable. Awareness of confidentiality and other principles appropriate to research settings Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training
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Phone counselling experience. Relevant experience with medical terminology Psychology qualification desirable Experience in the Not For Profit sector
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