Virtual Senior Medical Administrator

Join our passionate team at BJC Health, where we are redefining healthcare delivery. We are accelerating towards our 2030 vision and need a dedicated, customer-focused receptionist to be part of our journey.

Our Values:

• Be good with people

• Play like a pro with hunger and passion

• Lead with humility

We are currently recruiting for a permanent full time Virtual Senior Medical Administrator to join our clinics on a remote basis. This opportunity is advertised as a full time position, however we may be able to accommodate part time for the right candidate. You will need to be available during the hours of 8am – 5pm, Monday – Friday.

You may be based anywhere in Australia, but will be required to work in line with the AEST/AEDT time zone and must be able to travel to Sydney for training.

About the Role:

• Reports directly to the Lead Clinic Manager

• This position plays a critical role in ensuring our patients receive a seamless, professional, and caring experience from the first point of contact through to follow-up care.

• Act as an escalation point for our Philippines reception team – act as the primary escalation point for our virtual reception team, providing guidance, quality assurance, and administrative support.

• Handle complex administrative tasks including referral management, specialist correspondence, billing queries, and liaising with third parties

• Opportunity for an immediate start with comprehensive induction & training

• Full-time position

Key Responsibilities:

• Answer high volume incoming calls, emails, and online enquiries promptly and professionally

• Manage appointment bookings, confirmations, and cancellations

• Maintain accurate and confidential patient records

• Liaise with clinicians and other staff to coordinate patient care

• Be the main point of escalation for phone and online communications

• Assist in regulating quality assurance across the virtual team.

• Identify opportunities to improve workflow and patient experience.

• Assist in mentoring junior staff members

• Be confident in liaising with third parties around medical information requests, insurance companies, lawyers and court subpoenas.

Role Requirements:

• 3 – 4 years experience in a similar healthcare administrator or senior medical reception role

• Dedicated home workspace with high speed internet, and quiet environment for patient calls

• Strong communication, empathy and interpersonal skills

• Excellent time management, multitasking and organisational ability.

• High attention to detail and accuracy in data entry, scheduling and documentation

• Experience with Genie software is a strong advantage

• Knowledge of medical terminology and confidentiality requirements

Desired Attributes:

• Proven experience in creating memorable customer interactions

• Background in professional team environments

• Strong verbal and written communication skills

• Attention to detail and a continuous improvement mindset

• Demonstrated ability to manage complex patient and billing queries.

• Proficiency in Microsoft Office and Electronic Health Records (EHR) software

• Familiarity with Genie Solutions PMS will be highly regarded

• Certificate IV in practice/business/medical administration is a plus

Professional Development & Opportunities:

• We support ongoing study and professional growth

• Competitive salary with tiered progression opportunities in reception, leading to long-term administrative or management roles

Application Process:

Submit a detailed cover letter addressing the points mentioned above, along with an up-to-date resume without any timeline gaps. Applications without a corresponding cover letter will not be considered.