Registrations & Referrals Officer
MELBOURNE, VIC, AU, 3000
At 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 FUTURE
Referrals and Registrations Officer – Health Information Services
- Location: Peter MacCallum Cancer Centre
- Employment Type: Ongoing, Part-time (4 days per week, 8:00am – 4:30pm)
- Hours: 32 hours per week / 64 hours per fortnight
- Classification: HS1, Level 1 (as per Health and Allied Services, Managers and Administrative Workers – Victorian Public Sector Enterprise Agreement 2021–2025)
About the Role
Health Information Services (HIS) is seeking an experienced and enthusiastic Referrals and Registrations Officer to join our dedicated team. This role is integral to ensuring accurate and timely processing of referrals and patient registrations, supporting the delivery of exceptional care to all Peter Mac patients.
As part of the Referrals and Registration team, you will:
- Process referrals and complete patient registrations using Epic EMR and iPM (Patient Administration System).
- Liaise with external providers and key stakeholders across Peter Mac.
- Play a vital role in supporting patient access and continuity of care.
About You
We are looking for someone who is:
- Detail-oriented with strong administrative and data entry skills.
- Experienced in patient administration systems (Epic EMR and/or iPM experience highly regarded).
- A team player with excellent communication and interpersonal skills.
- Able to work efficiently in a fast-paced environment while maintaining accuracy.
Our benefits
We offer a range of benefits which support our people both personally and professionally, including:
- Up to $11,660 in salary packaging to increase your take home pay
- Discounted health insurance and eye care
- A comprehensive health and wellbeing program
- Public transport options at our doorstep and end of trip facilities for cyclists
- Onsite eateries and coffee shops and inviting rooftop garden spaces
- Pathways for professional development and new career opportunities
- Five weeks annual leave, 17.5% leave loading, purchased leave options & monthly ADOs
- Flexible, hybrid working practices
Inclusion and belonging
Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles.
Join us!
If you feel this role is right for you we warmly invite you to apply, and encourage your early application. All appointments are made subject to a satisfactory police check and may include vaccination requirements. Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.
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.
Contact person: Vicki Iliopoulos, Acting Chief HIM, 85597385
Email: vicki.iliopoulos@petermac.org
Applications Close: 26 January 2026
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Position Summary
Completing Patient Registration and processing Referrals in accordance with departmental policies and procedures. Provide quality service to the patients, internal, external stakeholders and other staff ensuring the smooth and efficient operations of the department. Desire to work in a direct patient contact role and have the ability to sensitively deal with the needs of family and carers. Carry out tasks as part of a team that works co-operatively, sharing roles and responsibilities to meet the needs of the hospital.
Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025
Classification or Salary Range
HS Grade 1
Immunisation Risk Category
Immunisation Category C
Key Relationships
| Internal | •HIS Admin team •Hospital Administration staff •Patient Navigators •Nurse Coordinators •Clinicians |
| External | •Patients and relatives •Referring Doctors •Referring Clinic Administration staff •Other hospitals |
Education
Skills
| Essential Requirements | •Strong computer skills including good knowledge of Microsoft Word, Excel and Outlook •Excellent communication skills with the ability to deal with people in a courteous and efficient manner •Flexible individual with ability to work in variety of roles •Flexibility to attend ad-hoc training during normal business hours •Highly organised with the ability to juggle multiple tasks and prioritise within a varied job |
| Desirable Requirements | •Experience using a patient administration system, in particular iPM •Experience using an EMR •Knowledge regarding Department of Health and Human Services data reporting requirements as well as an understanding of the Specialist Clinics Access Policy •Previous medical administration experience •Competency in medical terminology |
Certifications, Licenses & Registrations
Key Accountabilities
| Key Accountabilities | Demonstrated by / Key Performance Indicators |
| 1. Patient Registration | •Register patients accurately either via telephone •Ensure all patient data is accurately received and entered in the patient administration system and the EMR •Adapt and assist the implementation of workflow process changes requested by management •Successfully meet departmental KPI’s •Accept and make appropriate practice changes based on Manager feedback •Provide customer service to patients and other internal and external stakeholders, ensuring their queries are completed in a timely manner |
| 2. Referral Management | •Process referrals in line with departmental policies and procedures •Ensure all patient data is accurately entered into the patient administration system and the EMR •Process referrals in a timely manner to ensure departmental KPI’s are adhered to •Monitor and closure of discharged referrals |
| 3. Patient Data Maintenance | •Apply policies and procedures in all aspects of work •Manage Patient Records in accordance with standards •Participate in Quality Activities •Participate in staff education to ensure quality of data entry is maintained and correct procedures are followed •Scanning of referral documentation •Creation of patient records •Enter and maintain accurate data within iPM |
| 4. Provision of Effective Administrative Support | •Undertake all duties in line with policies and procedures within the required timeframe to meet KPIs •Perform role in line with confidentiality and privacy requirements •Participate in training and development that is offered during business hours and days •Work cooperatively as part of the team and assist other areas and staff as necessary •Offer opinions and suggestions to improve work areas •Maintain knowledge and skill base required for effective performance and identify learning needs •Complete quality activities and performance data as directed •Support and train new employees •Participate fully in the performance appraisal process •Other tasks as directed by your Team Leader or Manager |
Key Accountabilities (Contd..)
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For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.
Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.
WHY WORK FOR PETER MAC
- 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.