About this role
Monash Health is a great place to work
Monash Health is Victoria’s largest and most comprehensive health service. For more than 170 years, Monash Health and its predecessors have provided safe, high-quality healthcare and service for people at every life stage. With 25,500 employees, we provide care across south-eastern metropolitan Melbourne and rural Victoria from over 40 locations; via telehealth, within local communities and in people’s homes.
Are you currently part of the team at Monash Health? Use your network login to access the Monash Health Careers portal and discover all the job opportunities open to you, to support growing your career within the organisation.
To see first-hand what our colleagues think about working here, take a look at the following short videos: monashhealth.org/careers.
What we are looking for:
- 1 x Part Time Role, two days a week (days to be confirmed)
- 1pm - 9:30pm
- 32 hours a fortnight
About Us
Scanning Centre is based at Kingston. We had amalgamated Dandenong, Clayton and Casey medical records department in 2019.
Our Team processes documents from Sandringham, Victorian Heart Hospital, Clayton, Dandenong, Casey, all Mental Health/Community sites and SECASA.
Our Team operates with over 60 EFT, we have 5 Team Leaders overseeing their own direct reports under different portfolios and 2 Trainer and Auditors. We work alongside Clinical Support Services that manages digital uploads.
We collect, prep and scan medical records 7 days a week, 365 days in a year. We prep and scan over 400,000 pages a month whilst ensuring quality standards against the PROV guidelines are below 1.2% error rate.
Our department oversees various operations such as Double UR's, Research, Screening OP referrals, Release of Information (after hours) and electronic uploads.
This department has highly skilled staff who are able to process, audit, uphold data integrity with high standards.
About You
To ensure your success in this role you will bring the following demonstrated skills, experience and knowledge:
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Being a team player
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Ability to lead a team
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Understanding of reporting and auditing of data
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Understanding of BI reports
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Understanding of UPI
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Adept with Excel, Access databases
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Ability to create, edit and skills for procedure writing
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Experience in managing a team including performance reviews
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Upholding department KPI
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Positive attitude of learning new things, taking on a challenges and a can do attitude
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Background in health information services or hospital setting
Mandatory requirements of the role - qualifications, licences, memberships:
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Preferable not mandatory - Health information management degree
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Preferable - Experience in merging
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Preferable - experience in working in a health information services department
Key result areas:
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Investigate reported duplicate UR numbers/records and actively manage newly created duplicates.
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Accurately access patient records and other available data to determine if they are duplicate or uniquerecords
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Accurately merge duplicate patient records once confirmed as duplicate in iPM and downstream systems(e.g. SMR, EMR and WebPAS)
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Identify patient records that have been overwritten with another patient’s information and take thenecessary actions to rectify
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Methodically follow all relevant procedure manuals and business rules, including knowing when toescalate issues to the Team Leader / Manager
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Answer and assist incoming callers in a friendly, courteous and professional manner
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Actively make outgoing phone calls to confirm identification of patients in a friendly, courteous andprofessional manner
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Unmerge records on iPM, SMR, WebPAS
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Routinely and accurately report individual statistics and duplicate UR data
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Generate data on a BI report
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Retrieve historical medical records from offsite storage for duplicate UR investigations
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Prepare historical medical records for back scanning as they relate to duplicate UR investigations
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Correct errors electronically in SMR
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Log tickets on Central when integration issues occur
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Update UPI with alerts as required
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Utilise the Duplicate UR Access Database to accurately collect and record relevant data
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Communicate in writing to internal stakeholders with respect to the outcomes of duplicate URinvestigations, findings and outcomes
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Ensure confidentiality and security of information is maintained at all times.
For a confidential discussion and to explore the opportunity further, please call Mena Asiabieshghi on (03) 9594 4338.
Position Description can be found here
We recognise the value of equal employment opportunity. We are committed to patient safety, promoting fairness, equity and diversity in the workplace and to Child Safe Standards. At Monash Health we are relentless in our pursuit of excellence and work to our six guiding principles and our five ICare values.
How to Apply
Applications are accepted via the Monash Health online EHub system. For information including how to apply and probity check requirements, please click here for the ‘Application Guide’
Applications will be screened upon receipt and selection activity may commence prior to the closing date.
Applications close February 12th, 2026.
Other facts
About Monash Health
Monash Health is Victoria, Australia’s largest and most comprehensive health service.
We deliver care for people over their entire lifespan, from pre-birth to end-of-life, providing consolidated, integrated, comprehensive, and often highly complex care.
With 25,500 employees, Monash Health provides care to south-eastern metropolitan Melbourne and rural Victoria via telehealth, within local communities, and in people’s homes.
Our major hospitals include Monash Medical Centre, Monash Children’s Hospital, Dandenong Hospital, Casey Hospital, and the newly opened Victorian Heart Hospital, which is Australia’s first dedicated cardiac hospital. Monash Health provides significant care at Moorabbin Hospital, the Kingston Centre, and the Cranbourne Integrated Community Care Centre, and in total, they operate more than 40 care locations.
Monash Health is uniquely positioned as a large-scale, publicly funded health service that improves the health outcomes of their community. Annually, we provide more than 3.6 million episodes of care and deliver more than 10,000 babies.
We’re committed to being a fair, equitable, and non-discriminatory workplace that maximises the talent, potential, and contribution of all employees. With such a wide range of locations and specialties, we’ll proudly help you grow your career in healthcare.
What you'll do
- The Duplicate UR Administration Officer will investigate and manage duplicate UR numbers and records, ensuring accurate merging and rectification of patient records. They will also communicate findings to internal stakeholders and maintain confidentiality.
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