clinic secretary - Black Dog Institute

clinic secretary - Black Dog Institute
Putting health in mind
Black Dog Institute
Position Title: Clinic Secretary
Date August 2017
Organisation: Black Dog Institute
Prepared By: Marian Spencer
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.
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
The Black Dog Institute is a registered charity and Public Benevolent Institution and offers PBI
salary packaging benefits.
Black Dog Institute
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
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
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
Supervisor’s title:
Key matrix relationships:
Positions reporting to this position:
Clinic Coordinator
Essential Criteria
Technical college, university degree, or equivalent combination of qualifications and/or
experience in a similar role
Black Dog Institute
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
Phone counselling experience.
Relevant experience with medical terminology
Psychology qualification desirable
Experience in the Not For Profit sector
Black Dog Institute
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