Medical Receptionist – Full Time at Physiotherapy Clinic

Medical Receptionist – Full Time at a Physiotherapy Clinic

Ashburton, Melbourne

Join PhysioNXT – where innovation, teamwork, and care meet.

We are seeking a proactive, compassionate, and people-focused Medical Receptionist to be the welcoming face of our Ashburton clinic. At PhysioNXT, our values centre around client-focused care, growth, and teamwork. As the first point of contact for our clients — many of whom live with disability or complex health needs — you'll play a vital role in creating a safe, inclusive, and supportive experience from the moment they connect with us.

This is more than a front desk role — it's an opportunity to take ownership of the client journey. You'll be responsible for scheduling and rebooking appointments, ensuring continuity of care, and delivering exceptional customer service with warmth and empathy. We're looking for someone who genuinely enjoys talking to people, helping others, and making clients feel welcome and respected.

Key Responsibilities

• Front-of-house excellence: Answer and manage all incoming calls, emails, and in-person enquiries with warmth, professionalism, and patience.
• Client scheduling & rebooking: Take responsibility for managing appointments, rebooking sessions, and ensuring continuity of care in line with each client's needs.
• Inclusive client support: Provide clear information, assist with bookings and payments, and ensure every interaction is respectful and empowering for clients of all abilities.
• Compliance and safety: Maintain clinic records and certifications (WWCC, Police Checks, professional indemnity, Medicare/NDIS compliance).
• Financial administration:
• Daily/weekly bank reconciliation
• Accounts receivable and client payment follow-ups
• Third-party receipts and claims processing (Medicare, WorkSafe, TAC, NDIS, MyAgedCare Providers, HICAPS)
• Clinic operations:
• Manage stock, emergency kits, OH&S, and first aid compliance
• Handle petty cash for office and pantry needs
• Support clinicians with scheduling, client follow-ups, and documentation
• Manage mail, scanning, filing, and clinic updates
• Clinic presentation: Maintain daily hygiene and presentation of the clinic, including dusting, vacuuming, bins, wiping, and mopping.
• Team collaboration: Work closely with the PhysioNXT team to support daily operations, time management, and client care.
• Key Performance Indicators (KPIs):
• High rebooking and client retention rates
• Timely and accurate appointment scheduling
• Efficient management of client enquiries and waitlists
• Positive client feedback on reception and inclusivity
• Accuracy in financial reconciliation and claims processing

What We're Looking For

• Previous medical reception or healthcare administration experience preferred.
• A compassionate communicator who genuinely enjoys supporting clients — including people with disability, complex needs, and diverse backgrounds.
• Strong organisational and multitasking skills.
• Confidence using practice management software, Medicare/NDIS systems, HICAPS, Xero, Microsoft Office, and Teams.
• High attention to detail, especially with financial reconciliation and compliance.
• A proactive mindset — someone who takes initiative and anticipates client and clinic needs.
• A willingness to learn, adapt, and grow in the health services industry.

Why Join PhysioNXT?

• Be part of a progressive, supportive physiotherapy clinic with a team that values collaboration, compassion, and innovation.
• A role where your customer service skills directly impact client wellbeing, inclusion, and continuity of care.
• Ongoing opportunities for professional growth and leadership development.
• A workplace where diversity is valued, and your contribution makes a meaningful difference.
• Convenient Ashburton location with public transport access.

Salary & Award Conditions

This position is covered under the Health Professionals and Support Services Award 2020 – Medical Receptionist/Clerical Stream (aiming for Level 4+ depending on experience).

• Pay range (as of July 2024–25): Level 4 approx. $30.12 – $33.43 per hour (full-time rate)
• Leave & benefits: Annual leave, personal leave, superannuation, and penalty rates apply in line with the Award
• Progression opportunities based on performance, initiative, and leadership qualities

If you're a compassionate, detail-oriented professional who thrives on customer service, enjoys working with people of all abilities, and wants to grow with a dynamic team — we'd love to hear from you.

Apply now with your resume and cover letter to

Job Type: Full-time

Pay: $30.00 – $35.00 per hour

Work Location: In person