Position Summary

The Clinical Recall Officer is responsible for coordinating and managing clinical recall and reminder systems using MMEx to support high-quality, continuous patient care. The role ensures a steady and proactive recall cycle for Aboriginal and Torres Strait Islander Health Checks (715), Chronic Conditions Management Plans and reviews, preventive health, medication reviews, and specialist follow-up. The position also manages new client intake, supports readiness for specialist appointments, liaises with pharmacy, and encourages client engagement in YYMS programs and community activities.

Key Responsibilities

1. Clinical Recalls and Follow-Up (MMEX)

• Manage daily clinical recall and reminder systems within MMEx.
• Support and coordinate a proactive approach to primary health care delivery by:
  • Actively using the MMEx Patient Information and Recall System to identify clients eligible for opportunistic screening and preventive health activities during routine and unscheduled visits
  • Supporting population health activities by generating and maintaining targeted recall lists for priority cohorts, including clients due for Health Checks, Chronic Disease reviews, screening programs, and immunisations
  • Maintain a steady, planned recall cycle for 715 Health Assessments and Chronic Conditions Management Plan reviews.
  • Working collaboratively with clinicians and reception staff to ensure opportunities for screening, assessment, and follow‑up are identified and actioned at point of contact
  • Contributing to improved health outcomes by ensuring opportunistic care activities are documented accurately and inform ongoing recall and follow‑up planning

• Monitor overdue, high‑risk, or urgent clinical recalls and escalate appropriately, ensuring that:

• All contact attempts, responses, and outcomes are documented promptly and accurately in MMEx
• Multiple contact attempts are made in accordance with YYMS policy and recorded clearly
• Did Not Attend (DNA) instances are reviewed, documented, and clinically significant or repeated DNAs are escalated immediately to the appropriate clinician or line manager
• Urgent or high‑risk recalls are flagged for prompt clinical review to support timely follow‑up and patient safety

2. Contribute to the planning and development of clinical services and visiting specialists

• Act as the main coordination point for reception regarding specialist appointment preparation.
• Ensure blood tests, imaging, referrals and health summaries are completed prior to appointments.
• Support clients to understand specialist requirements in a culturally safe manner.

3. Medicare Revenue Optimisation and PIP-IHI Outcomes Coordination

• Work collaboratively with the Business and Administration Team to optimise Medicare revenue streams and support sustainable service delivery, and
• Work closely with the Healthy Ageing Team to ensure Aboriginal and Torres Strait Islander patients with chronic conditions receive coordinated, continuous care by:

• Systematically identifying all Aboriginal and Torres Strait Islander patients with chronic conditions who are eligible for the Practice Incentives Program – Indigenous Health Incentive (PIP‑IHI)
• Ensuring all eligible patients have provided informed consent and that signed PIP‑IHI registration documentation is accurately recorded and maintained in MMEx and Medicare systems
• Maintaining high‑quality, up‑to‑date patient registration, consent, and eligibility records to support compliance and maximise entitlement to PIP‑IHI outcomes payments

• Actively coordinating, prioritising, and managing the recall of eligible patients to support achievement of Outcomes Tier 1 and Outcomes Tier 2 payments within the applicable 12‑month assessment period
• Monitoring individual patient progress toward outcome thresholds, identifying patients at risk of not meeting requirements, and proactively escalating concerns to clinicians, the Healthy Ageing Team, or relevant managers to enable timely intervention and follow‑up
• Supporting reporting, reconciliation, audit, and quality assurance activities related to PIP‑IHI participation and outcomes payments, including data verification and continuous quality improvement processes

4. Patient Record Management

• Maintain accurate and up-to-date patient records in MMEx.
• Identify and safely merge duplicate patient records.
• Ensure demographic, Medicare and consent details are current.

5. New Client Intake and Engagement

• Manage new client registrations and provide Introduction to YYMS Services
• Introduce clients to YYMS program areas and available supports.
• Encourage participation in health programs, group activities and community events.
• Facilitate referral to Case Management following introduction, where appropriate

6. Coordina tetelehealth consultations,
7. Contact clients via phone, SMS, or written communication to arrange appointments.
8. Work collaboratively with clinicians and broader YYMS team.

Selection Criteria

Essential:

• Certificate III or IV in Aboriginal Primary Health Care or \Health or Medical Administration or equivalent experience.
• Experience in healthcare administration and recall systems.
• Strong data entry and IT skills.
• Well-developed communication and organisational skills.
• Commitment to culturally safe practice.

Desirable:

• Experience in an Aboriginal Community Controlled Health Organisation.
• Knowledge of 715 Health Assessments, chronic disease frameworks, and medication review pathways.
• Knowledge of MMEX or similar systems.
• Current “C” class Driver’s License.

Requirements

National Police Clearance

Proof of eligibility to work in Australia