Medical receptionist

Position Overview

As a Medical Receptionist, you will play a key role in overseeing daily clinic operations, supporting staff, and ensuring a seamless patient experience. You will work closely with the Manager and within an established team environment, providing a high level of patient care while handling key administrative, financial, and surgical coordination responsibilities.

Role Type

• 2-4 days per week, applicant ideally would be available for one opening shift (7.15am) and one closing shift (5.30pm close) per week.
• This is a role ideal for an experienced medical receptionist, looking for a career role.
• There will be opportunity for career development and progression in the future.
• Previous experience using Genie software is highly regarded.
• Respectfully, please do not apply if you are a university student. We will have further casual roles come up in the future , so please look out and apply for those instead.

Key Responsibilities

Patient Interaction & Clinic Flow

• Schedule and manage patient appointments in Genie.
• Handle incoming calls professionally, ensuring patients receive clear information about their appointments, required documents, and financial obligations.
• Organise surgery bookings and send pre-admission paperwork with instructions.
• Maintain accurate and up-to-date patient records, preparing files in advance when possible.
• Coordinate referrals for radiology and other external services.
• Minimise patient wait times and communicate any delays promptly.
• Maintain a welcoming and tidy reception area, greeting patients warmly upon arrival.

Operations

• Work within the team to achieve daily and weekly goals.
• Foster a positive team environment with open communication.
• Escalate issues when necessary and assist in conflict resolution.

Financial & Billing

• Prepare quotes and process billing for consultations and procedures, including Medicare, private health funds, and other third parties.
• Assist with month-end reconciliation and follow-up on outstanding health fund claims.

Administrative & Correspondence Management

• Open and scan incoming mail, ensuring private and confidential correspondence is handled appropriately.
• Ensure dictated letters are sent within seven days of consultation.
• Maintain an organised filing system and practice correspondence.
• Prepare reports and other documents as required.
• Assist with stock control and ordering supplies.
• Type medical letters as needed.

Liaison & External Coordination

• Prioritise and handle all referring doctor inquiries.
• Coordinate with pharmaceutical and pathology companies.
• Manage theatre bookings and liaise with private hospitals.
• Ensure theatre lists are confirmed with the hospitals at least two weeks in advance, and updates/changes are relayed immediately.
• Ensuring MBS codes are recorded after consultations and surgeries daily.

General Duties

• Maintain flexibility, a willingness to learn, and initiative in daily tasks.
• Ensure all workspaces are tidy and organised at the end of each day.
• Perform other essential duties as required to support clinic operations.

Key Skills & Attributes

• Strong leadership and team management skills.
• Excellent communication and problem-solving abilities.
• Attention to detail and ability to multitask in a fast-paced environment.
• Proficiency in medical reception software (Genie preferred).
• Understanding of Medicare, private health fund billing, and MBS codes.
• Professional, friendly, and patient-focused approach.

Remuneration:

• Per the Health Professionals and Support Services award, commensurate with experience.
• Superannuation is additional.
• Staff benefits including discounts with associated allied health service